2023 Annual General Meeting Minutes

KAPOA ANNUAL GENERAL MEETING (AGM)

SATURDAY, JULY 8, 2023, 9:30-11:30 A.M.

ROYAL CANADIAN LEGION, BARRY’S BAY, ON

MEETING OPENING

Lynne MacLean declared the meeting opened, duly constituted and with a quorum of at least 12 members. She then reviewed the agenda as follows:

KAPOA ANNUAL GENERAL MEETING AGENDA

Welcome & President’s Report (Kerra Wylie)
Presentation by Mayor Tony Fitzgerald from Hastings Highlands
Presentation by Mayor Mark Willmer from Madawaska Valley
Treasurer’s Report (Laura Stevens)
Membership Report (Peggy Olbrycht)
Water Levels (Ian Doyle)
Poker Run (Bruce Willmer)
Regatta and Learn to Fish (Kerra Wylie)
Director Nomination (Kerra Wylie)
Volunteer Recognition (Kerra Wylie)
Meeting Closure/Wrap-up (Kerra Wylie)

Lynne MacLean put forward a motion to accept the AGM minutes from Saturday, July 9/22, seconded by Sabrina Biernat, and agreed by all.

WELCOME & PRESIDENT’S REPORT

Kerra Wylie welcomed everyone to the KAPOA 2023 Annual General Meeting, and thanked them for attending and taking an interest in their waterfront community, whether they were here from surrounding Lake Kamaniskeg, the Madawaska River, the numerous upstream and

downstream bays and lakes or from off the water.

“I have been the KAPOA president since Sep 2021, but involved with KAPOA as Regatta Director since 2010.

I would like to introduce our current directors – Lynne MacLean (secretary), Laura Stevens (Treasurer), Peggy Olbrycht (membership), Greg Zdzienicki (Municipal Affairs) and Vince Steepe

(former Treasurer, director at large).

I would also like to acknowledge the service & valued input of Sean O’Dwyer who resigned for personal reasons just recently.

I’ll be recognizing our numerous volunteers later in the program.”

Kerra continued with what we’ve been doing over this past year:

“We fine tuned our Mission Statement, which has been updated on the website. Of

particular note, we have clarified in our mission that we will “endeavour to keep

members informed on local “issues” and supply them with information on how to act if

they so choose.” We felt it important to make this clarification because we recognize

that not all items that come to our attention are a priority for our members. Some

members will also see things very differently. Add to that we are a group of volunteers

who have lots personal and professional things on our plates, so we’re not following every

issue.”

“We have established a set of by-laws to govern our organization. These by-laws are

consistent with the requirements of the new Ontario Non-Profit Corporations Act

(ONCA) that went into effect in Oct 2019 and requires our compliance by Oct 2024.

Also consistent with ONCA, we will be catching up our T2 Corporate filings from date of

incorporation in 2013 to present by the deadline with the help of Valley Accounting and

Tax who are generously donating Nich and Laura’s time to get that done this summer.

As you have seen from the financials that we’ve published, Laura has also brought our

financials onto Quickbooks.”

“Further, we are making an effort to document our processes so that future Directors

and volunteers are not making their way without instructions and logins for maintaining

membership records, accounting records, the website and our communications

platform.”

“In addition to these enhancements, we’ve provided information through our Facebook

group and bulletins for lake relevant webinars, a cottage succession seminar in

Maynooth in June with Peter Lillico, Estate Planning Lawyer, and items of concern such

as the threat of floating accommodations, blue green algae, rising water levels and pests

of various types.”

“On the topic of floating accommodations, thank you to all who emailed Transport

Canada in early June and who have signed one of our 3 petitions that will be provided to

the Float Homes Not Vessels Coalition. While the Ontario government has passed

legislation banning overnight stays for floating homes, the precedent being challenged is

that these structures have been, by Transport Canada, assigned as being vessels subject

to and bound by all the rights and privileges provided under the umbrella jurisdiction of

the Canada Shipping Act, 2001. Thus, these floating homes are ruled as vessels and for

that reason aren’t affected by this ruling. So the pressure on Transport Canada remains

imperative to gain parity with British Columbia where these structures have been ruled

to be floating accommodations, not vessels. We will keep you posted as we hear more

on this topic.”

“We continue to monitor forestry activities in the area conducted by both forest

management companies, while participating as part of the local citizens advisory

committee for the Bancroft Minden Forest Company. We are not separately presenting

any forestry activity today as there are no areas of targeted harvesting in the vicinity of

our membership area in this year’s work schedule.”

“As you know, we also rejoined FOCA last November and for our efforts on the Poker Run

over the past 10 years, our regatta, and our membership survey last year we received a

FOCA Honorary Mention for their Achievement Award. The award was founded over 25

years ago, and it is “presented annually to a cottage association that has realized

significant accomplishments and demonstrated innovation in its work with members

and the community.” We are so grateful for the recognition and hope that this provides

a little boost in our step to continue the good work in 2023 and beyond.”

“And last but not least, we are actively preparing for our summer events – the Poker Run,

the regatta and a new event this year, Learn to Fish. More on those to come later in the

program.”

“Thank you to everyone who has reached out over this past 9 months to provide support, to

discuss a concern, or to offer volunteer assistance. I greatly appreciate the varied views, the

feedback and the opportunity to meet lots of you either virtually or in person. I hope to meet

many more of you over this next year.”

“With that, I’d like to quickly move into the next part of the program as we have 2 very busy

mayors here who are eager to share with you the Council priorities for their respective

municipalities. Mayor Fitzgerald is here from the Municipality of Hastings Highlands and Mayor

Willmer is here from the Madawaska Valley Municipality. Both have been allotted 20 minutes –

about 10 minutes for their presentations and another 10 minutes for your questions. I would

ask that you please hold your questions until the end of the mayor’s presentation, when you

will have some dedicated time to ask those questions.”

PRESENTATION FROM MAYOR TONY FITZGERALD, HASTINGS HIGHLANDS

Mayor Fitzgerald opened his presentation by thanking KAPOA for inviting him to our AGM.

He discussed the following topics and issues that he and his council have faced:

Training – Employees have been engaged in 9-10 meetings on training, with an upcoming meeting in September for Privacy compliance.

The Capital budget was passed in January 2023 and the Operating budget was passed by April 2023. Like everyone in this economy, a major issue has been inflation and interest rates. Diesel costs alone came in at $130,000 over budget.

Staffing Issues – their Operations Manager has moved to Pembroke leaving a formerly retired road manager to help out in the position. Road graders have needed repair and a former supervisor has returned to help with roads.

After 5 years of training, the building inspector quit to move south for a substantial salary raise. He is hoping that the new inspector will stay longer.

The Strategic Plan update needed to be tweaked and they are hoping to have that completed by December 2023.

Fire Services report to council has been delayed. The June meeting and report presentation had to be cancelled because family health issues needed to be addressed by the fire consultant.

Hastings Highlands has managed to get leverage from the County of Hasting Highlands who are now their IT resource, for a small charge. They are also supplying HR help for a small charge.

The County of Hastings Highlands may want to take over control of Municipal Planning and Mayor Fitzgerald is not in favour of this because the Municipality will lose local control. He will be working with staff to move forward on this issue.

The County, south of Highway 7, has its own building inspection services leaving the municipality to supply their own building inspections.

We have a cell project with Rogers. Hasting Highland’s 911 system is to be updated.

The county must build 7,000 affordable units by 2030 (7 in 7). This would cover the area from Kawartha Lakes to the Quebec border, excluding Ottawa.

Ontario Land Tribunal (OLT) hearing re vegetative buffer by-law – decisions must be made on how to enforce by-laws.

Short Term Rentals can become a problem when municipal laws are not being followed. “Party houses” are not acceptable and we have to find ways to deal with these folks. Healthy dialogue is the best way to move forward. The mayor has spoken with Air B&B people who have experience in dealing with this type of issue.

Septic Reinspection is a priority for this council. The vast majority of folks are responsible septic owners but neglected systems need to be addressed. This reinspection will be applicable to all property owners, not just lake properties. To begin, the municipality is considering hiring a student to do visual inspections in 2024.

Q&A – With regard to Septic Inspections, have we considered using tracing dye to detect septic problems? Mayor Fitzgerald hopes to move forward with an education program, followed by pumping and inspection and then legislation afterwards.

Q&A – With regard to the vegetative buffer by-law where a 100 ft. buffer with 25% access useable. Why are surrounding municipalities not having to comply with this provincial mandate? Why not just target those who are clear cutting versus a blanket approach? Why are we spending our tax monies on a lawsuit when the municipality could easily amend the by-law?

Mayor Fitzgerald did not agree that a ‘watered down’ version of the municipal act was acceptable. He did not want to be knowingly non-compliant with the provincial policy statement. He did recognize that the by-law was difficult to implement and enforce.

As anticipated, the Vegetative Buffer by-law became the topic of discussion with many folks raising concerns – the following were raised:

Folks are not able to communicate with the municipality, personal interaction is being blocked and responses are not provided. The mayor said that we should always get a reply from HH and council meetings are open to the public.
We should be able to maintain our properties due to fire, ticks, dangerous trees, etc., The mayor said we can continue to do what we have always done due to grandfathering (legal non-conformance).
Brent Dalgleish (former mayor) said that more transparency was needed by HH. He felt that the Ont land tribunal hearing, with regard to the law suit, should have been held in Maynooth where taxpayers could attend in person. Mayor Fitzgerald said that HH had no say as to where the meeting was held because it was the Land Tribunal’s jurisdiction.

In closing, Mayor Fitzgerald emphasized that we could reach out to him at any time.

PRESENTATION FROM MAYOR MARK WILLMER, MADAWASKA VALLEY

The mayor opened his presentation by saying that he resides on Kamaniskeg Lake and has been a KAPOA member for many years. He praised KAPOA and especially its volunteers who make up this very important part of our community.

In his first year in office, the mayors mandate was to

Improve the Building Department
Improve customer service
Maintain reasonable taxes
Retain staff and succession planning.

With regard to the Building Department, MV has hired a new planner and has streamlined the planning and building department. He referenced the new proposed Kings Landing which is on the property across the road from St. Francis Memorial Hospital. This subdivision, while not on the lake, is very close to the lake and will consist of various types of housing. Environmental protection is mandatory.

With regard to customer service, the mayor will be upgrading their financial department and water meters in the town of Barry’s Bay. Improving their asset management will also be addressed.

With regard to taxes, the mayor is proud to announce that they have worked hard to ensure, that without cutting any services, there will be a tax increase of only 1.69% in 2023.

With regard to staff, the mayor explained how hard it is in this economy to retain staff. He is working diligently to continue a positive productive workplace for his very competent staff. He felt it was important to keep his staff happy so that they in turn would continue to be happy working for the municipality.

Q&A – With regard to the vegetative buffer, is this a province wide mandate? The mayor responded saying 90% of lake front property owners do not endanger the environment or their shorelines. The mayor does not agree with the province wide mandate and the municipality is moving forward as such. The planning department will, however, be catching up as quickly as possible and will be enforcing the issue of clear cutting, along with short term rentals, and fire bans.

Q&A – Is the municipality preparing to legislate floating homes if the Float Homes not Vessels Coalition is successful in changing their classification from vessels? The mayor advised that they have been following this issue closely. The CAO is working and staying on top of this matter.

Q&A – Is there enforcement of by-laws on crown land? Although crown land is under the jurisdiction of the MNRF, by-law enforcement can be done by the municipality when by-laws are being broken. Kerra Wylie added that people have a right to camp for 21 days on crown land, without moving. The mayor added, however, that no trees should be cut down.

Q&A – In Madawaska Valley, do you have to own your waterfront (municipal road allowance) to put up a dock or conduct other modifications to your waterfront? Yes, was the mayor’s reply.

Q&A – Do you have to have a survey done when buying your shoreline allowance and do you have to obtain neighbour signatures? You do have to have a survey done but you do not have to get your neighbour’s signature. Be aware, however, that when your survey is done your neighbours can appeal if they think you are infringing on their property lines.

Following the presentations of the 2 mayors, a KAPOA member requested that KAPOA represent the property owners to the Mayor of Hastings Highlands to object to the differing and more restrictive approach to the vegetative by-law requirements of the provincial policy statement. Kerra responded that KAPOA’s mission remains to provide our members with information to pursue opposition or support to all issues, and that we will remain neutral on this issue due to how divisive it has and continues to be amongst our membership.

TREASURER’S REPORT – LAURA STEVENS

Laura Stevens thanked Vince Steepe for his years of service as Treasurer of KAPOA and although his written reports were great, she has moved our reporting onto Quickbooks to make it easier for herself.

The financial statements, (balance sheet, income statement and cashflow) were distributed at the beginning of the meeting as well as online with our notice of the AGM. Laura walked through the statements making special note of our GIC of $12K and interest earned of $96.00, the Poker Run net proceeds (see below), and reporting of prepaid memberships. Laura highlighted the more significant expenses last year including the FOCA membership of $877, our increase in insurance to $1,646 and the one time cost of $383 for the member survey conducted.

On the balance sheet, Laura explained that the Poker Run liabilities were the money that KAPOA collected on behalf of the SFVH Foundation, and then remitted to them clearing the liability to zero. She did explain that in 2022, sponsor and donor money was remitted to both KAPOA and to SFVH Foundation directly, thus explaining the discrepancy in the total amount collected for the Poker Run vs the amount collected by KAPOA.

Laura Stevens put forward a motion to approve the Financial Statements for Year ending December 31, 2022, seconded by Kerra Wylie and Vince Steepe and agreed by all.

Kerra Wylie put forward a motion to waive the auditors for the year ending December 31, 2023, seconded by Barbara McIntyre and approved by all.

MEMBERSHIP – PEGGY OLBRYCHT

Peggy Olbrycht advised that to date we have collected 122 + 18 (at AGM) memberships. This on a lake of approximately 500 residents. We need canvassers to reach out to property owners. We have 4 reps now covering Lakeshore Road, Poray and Jordan Lanes, Ohio Road and Parcher Road. Lynne MacLean requested that folks volunteer to be canvassers.

WATER LEVELS – IAN DOYLE

Ian Doyle advised that information on water levels is available on the OPG website. He advised that our watershed starts with the Madawaska River flowing from Algonquin Park to Bark Lake where there is a dam, to Kamaniskeg Lake, Blackfish Bay and Negeek Lake to Palmer Rapids where there is a dam, to Arnprior where there is a dam and to the Ottawa River. He also noted that the York River coming from Bancroft is much larger than realized and actually contributes as much as the Madawaska River does to the watershed.

This year we had rapid temperature changes. OPG normally reduces the water level in Bark Lake by 20’ because that water will rise 20’ with the freshet (melting of winter snow). OPG monitors the water content of the snow and this year there was 2x the average pack. OPG knew there was a problem, so they reduced the water in Bark Lake raising the water level in Kamaniskeg Lake. Then, we had a very hot April. Kamaniskeg Lake was ¾ full but with pressure from the York River and the start of the Bark Lake freshet, Kamaniskeg Lake rose to over summer levels (283 above sea level). Maximum allowable is +40 over summer level and we rose +40+7 over sea level. The lake then gradually dropped to -7 below the maximum. Then the rains came and the lake began to rise again at which point all the logs at Palmer Rapids were removed, levelling off the lake. Ian said that he was available after the meeting if anyone required more information.

Q&A – A 15” rise in 2 days creates a danger for loon nests. How can this be prevented? Ian explained that unfortunately it is a matter of economics and OPG must utilize the water. The water in this watershed is used 5x for power generation before it reaches the Ottawa River.

Joan Boulding advised that the MNRF used to supply loon boxes (mostly to keep people away from the nests) and they may still supply them. Robin Lowry has been investigating floating loon nests and agreed to work with Barb to address this problem.

POKER RUN – BRUCE WILLMER

Bruce Willmer advised that KAPOA has collected just under $150K in ten years for the purchase of equipment at St. Francis Memorial Hospital. This year we are working toward the purchase of a baby isolette used in emergency deliveries, car accidents, trauma and transport of infants to other facilities. This has been a request from the hospital as they do not presently have a baby isolette.

This year we have added a cycling component to the Poker Run. Ottawa Valley Cycling and Active Transportation Alliance (OVCATA) has agreed to insure the cycling event.

Like the boating portion, there will 7 manned stops where water will be supplied. At present, we have one entry. Prizes and lunch at Hinterland Beach is included as well.

To date, we have 40 boats registered along with 13-14 virtual entries and donations. We are still short of our goal and we hope that everyone will spread the word about this fun and worthwhile event. Once again, “Eddie and the Other Feller” will be playing at the beach. Moose FM has been actively advertising the event.

REGATTA – KERRA WYLIE

The regatta is Saturday, August 5^th and signs have been posted throughout the area. Bill Cahoon has confirmed that the sailing races will be taking place again this year and that folks should contact him to confirm their participation. Once again, there will be swimming races, canoe racing, sandcastle building and the tug-of-war finale.

Kerra recognized our sponsors Yuill’s Value Mart and the Pyz family for buns and hot dogs, Cathy Pitts Re/Max Country Classics Realty for drinks and Sand Bay Camp for ice. After organizing the regatta for the last 14 years, Kerra advised that Greg Zdzienicki and Laura Stevens will be taking over the reins for this event in 2024 . They will be shadowing her for this her final year.

LEARN TO FISH – KERRA WYLIE

This is a new program introduced by the Carson, Trout, Lepine and Greenan Lakes Association (CTLG Lakes). The MNRF has a mobile learn-to-fish program that is free. This is for both children and adults. It will be held at Omanique Park (next to the Barry’s Bay launching ramp) on Sunday Aug 6^th (10am and 1pm sessions). The MNRF will provide life jackets, rods and bait. Kerra will be distributing a link to a registration sheet in the upcoming week to get an idea how many folks will be attending. Details to follow.

DIRECTOR NOMINATIONS– KERRA WYLIE

KAPOA is actively seeking nominations for 1-2 open positions within the KAPOA Board of Directors. Where possible, we are attempting to fill positions from a variety of full-time and seasonal residents in the area, as well as accomplishing gender and age parity. We would especially like to have someone from Madawaska Valley as we’re underrepresented in that area.

All director positions are to be re-elected each year, including those folks who are returning for another year. The following positions are seeking re-election by the membership this year:

President – Kerra Wylie

Secretary – Lynne MacLean

Treasurer – Laura Stevens

Membership Director – Peggy Olbrycht

Municipal Affairs – Greg Zdzienicki

Director at Large – Vince Steepe

The following positions are open and new directors are being sought to fill these positions:

Communications Director
Municipal Affairs monitoring the MV Council activities for topics of interest to our members
We also have opportunities to oversee invasive species education, volunteer coordination, as well as to run new events.
One or more Vice Presidents are also open positions, which I hope to soon fill with one of our existing directors.

Our bylaws recommend 7 directors. All directors will be nominated as Directors “at large” with the assignment of roles to occur at our Directors meeting following this AGM.

A request was made for nominations, no nominations were presented. Since there were no nominations, Kerra made a motion for the following directors to be re-elected:

Kerra Wylie – President

Lynne MacLean – Secretary

Laura Stevens – Finance

Peggy Olbrycht – Director of Membership

Greg Zdzienicki – Director of Municipal Affairs

Vince Steepe – Director at large

Kerra Wylie put forward a motion to re-elect directors, seconded by Sabrina Biernat, approved by all.

VOLUNTEER RECOGNITION – KERRA WYLIE

Kerra emphasized how important volunteers were to this organization and how long many of our present volunteers have been working on behalf of KAPOA. She noted that without volunteers, KAPOA will cease to exist. On that note she thanked our volunteers as follows:

Communications: Leonard Furtado

Website: Evan Croskery

Facebook Administration: Bruce Willmer, Lynne MacLean, Betty Moore and Kerra Wylie

Poker Run: Bruce Willmer, Kathy Willmer, Lynne MacLean, Duncan MacLean, Peggy Olbrycht, Andy Olbrycht, Mark Lyon, Pam Lyon, Ed Ragan, David Kardish, Joanne Wilson, David Wilson, Chris Chaplin, John Chaplin, Chris Slubicki, Deanne Farrar, Colin McCallum and Stefi van Wijk.

Regatta: Kerra Wylie, Michel Horne, Bill Cahoon, Chris & Isabel Pyz, Lynne MacLean, Peggy Olbrycht, Sean Capstick, Deanne Farrar, Tchad Joiner, David Wilson, Russell Horne and Gabriel Coutu.

Bay Days: Lynne MacLean, Duncan MacLean, Peggy Olbrycht, Laura Stevens, Greg Zdzienicki, Kerra Wylie

Membership Area Reps: Peggy Olbrycht, Lynne MacLean, Pat Trajanovski, Jeanette Wright, Jim Clelland, Deborah Gray

Municipal Affairs: Greg Zdzienicki, Sean O’Dwyer

Hastings Highlands Interlake Association: Daphne Van Ham (Land Use Planning input) and Greg Zdzienicki (Septic Education and Inspection program committee)

Hinterland Beach Clean Up 2022: Caroline Mallany and friends

A special thanks was also provided to Bluebird Collective Arts and Madawaska Café for the loot bags available to all AGM attendees, please take one on your way out.

Another callout was made to the attendees for volunteers in the following positions: