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CLUB LAC BRÛLÉ INC.

MINUTES OF THE ANNUAL GENERAL MEETING OF MEMBERS OF CLUB


LAC BRÛLÉ INC. HELD AT THE CLUBHOUSE ON JUNE 30, 2018, AT 4:00 P.M.

CHAIRMAN AND SECRETARY

Wendy Hunt, President of Club Lac Brûlé Inc., acted as Chairman and Lesley Stewart acted
as Secretary.

NOTICE OF CONVOCATION

The Chairman declared that the meeting had been duly called and requested that a copy of
the notice of the meeting be inserted in the minute book.

QUORUM

A quorum of members being present in person or represented by proxy, the meeting was
declared duly constituted. There were approximately 50 persons in attendance.

AGENDA

On motion by Lori Baird, seconded by Eric von Colditz, IT WAS RESOLVED THAT the
agenda, circulated with the notice of meeting, be approved and it was adopted.

APPROVAL OF MINUTES

On motion by Tony Layton, seconded by Abe Kestenberg, IT WAS RESOLVED THAT the
minutes of the Annual General Meeting of members held on July 1, 2017, copies of which
were circulated with the notice of meeting, be accepted and they were approved as circulated.

BUSINESS ARISING FROM MINUTES

None.

PRESIDENT’S REPORT

Prior to delivering her report, Wendy asked those present to observe a minute’s silence in
memory of Peter Stewart and Ainslie Stewart who passed away this past year.

Wendy thanked the Brûlé community for their support during her two years as President. She
explained that Lesley Stewart was acting as Secretary that day. Jon Sewell had to step down
from this position due to competing responsibilities that made it impossible for him to fulfill
the role at this time. Wendy said that Ian Campbell would take over as Secretary for one year
and she would continue on as President during that period to give him time to “learn the
ropes”. Unfortunately, Ian was not able to attend the meeting that day. Wendy went on to
thank all those all those who volunteered their time in the morning for the clubhouse clean-
up. In recognition of these 9 individuals, including herself, the Club would pay their fees for
the cocktail after the meeting.

Wendy spoke about the new phone book, which was posted online and was currently being
passed at the meeting. Members were asked to add or change any information about
themselves and family members. Sally Thomas Bhavnani mentioned that she, along with her
mother, had experienced difficulty accessing the website. Charles Hodgson, who curates the
website, will be asked to address this problem for them and others having difficulty.

Wendy welcomed new members to the lake: Alexis Vallée-Bélisle and Laurence Fugère, who
bought Dan Walker’s property, and Sonya Ghalehii and Christian Bashatly, who bought
Stuart Barker’s property.

Wendy went on to discuss the tennis courts. Unfortunately, Craig Duncan, who does the
annual maintenance and setting up of the courts, was unable to complete his work before the
Canada Day weekend. However, he arrived that day with his team to ensure that one tennis
court would be ready by the end of the day. The second court would be readied during the
following week. As part of their responsibilities, the instructors do court maintenance during
the four-week Children’s Program, including the cleaning of the filters, but the Club hoped
to find some young person who would sweep and roll the courts beforehand. Wendy
mentioned that the back fence of the tennis courts needed repair. Craig was asked to get an
estimate of the cost so this work could be completed the following year. A plastic roller has
been bought to replace the rusty old one.

Alain Roy, who is paid on an annual retainer, has proved to be an invaluable asset. He
installed the docks and completed repairs to the docks, both floating and fixed one. He also
repainted the gallery steps, as well as completing some repairs to the railings leading to the
gallery and replaced the wood under the back door. He added a new fascia board at the back
to allow for the installation of an eavestrough. Wendy mentioned that the land at the back of
the clubhouse sloped the wrong way, causing rain and snow to flow towards rather than away.
Alain will get an estimate to correct this issue.

Wendy went on talk about security issues around the lake. The culvert under 329 was
replaced and the highway resurfaced last summer. As a result of this work, the culvert, which
acted as an access point for trespassers, is less accessible. However, members were asked to
be on the lookout for trespassers trying to launch a boat into the lake. They usually park on
Palomino Road. Members were asked to place a notice, available on club website, on the
windshield of the vehicle, take a photo of the licence plate and send the information to
Wendy, who will contact the SQ. It was suggested that boats could have Brûlé decals affixed
to them so that other members would be able to identify a member’s craft. The board will
look into this.

Wendy continued with a discussion of the Blue Trail. Tony Layton, who managed the Trail
for years, has requested that the management, financial and otherwise, be transferred to the
Club. Historically, the cost of maintenance has been recovered through solicitation of annual
donations. These donations have allowed Tony to finance the grooming of the Trail, as well
as the purchase a new snowmobile in 2017. Managing the Trail costs between $1,500-$2,000
annually, depending on the snowfall in a given year. An increase of $25 in annual dues would
be sufficient to cover all expenses. A volunteer would be needed to take on some of the
management duties. The Board would discuss this proposal at its meeting in October before
taking a final decision. John Holinsky mentioned that the bridge to Figure 8 Lake needed
repairs and would give a quote for the cost of repairing it.

REVISIONS TO LAKE AGREEMENT REGULATIONS

Wendy explained that the Regulations to the Lake Agreement needed to be updated to stay
in line with provincial and municipal regulations. This update is particularly important for
new owners who may be unaware of the certain by-laws and regulations. These particular
updates are in regard to:
1. The cutting and burning of timber
2. The use of fertilizers and pesticides
3. The use of firearms
In addition, Wendy addressed the need for all watercraft arriving at the lake be properly
washed to prevent invasive species, especially Eurasian milfoil, from contaminating the lake
waters.

On a motion by Barbara Lewis to ratify the above changes, seconded by Neil , IT WAS
RESOLVED THAT the motion be approved and it is hereby adopted.

TREASURER’S REPORT

Before proceeding with her report, Lesley expressed her thanks to Graham Bagnall for all his
help and advice during the year.

Lesley noted that the Club ended 2017 with a deficiency of $4,145, due to the dock
construction. However, the bank balance at the end of the year was $17,707.51 and it was
decided that a further $5,000 would be added to the GIC, bringing the total to $10,000 as of
February. She went on to amend the excess of $8,120 for 2018 to $6,620, as an additional
$1,500 would be allotted to the Environment Committee for water testing.

To date, 42 full members had paid (almost 60%) and 18 associate members (about 70%).
Scheduled repairs, described by Wendy, have been completed. An unforeseen one was the
repair of the fascia board at the back in order to attach the new eavestrough. In addition,
Alain replaced the rotten board under the back door sill. She went on to explain that a
grading issue at the back would have to be addressed and the Club was waiting for a quote.
The work would probably be done in either the fall or next spring. The railings around the
gallery would require further repair in 2019 and, some time in the future, the fixed part of
the dock would need to be replaced by a floating dock. In addition, the Regatta dock would
have to be repaired or replaced as it was sliding off its crib.
This year, Lesley mentioned that the Children’s Program would be significantly less
expensive – almost $1,500 less than last year – as there would be fewer instructors.

APPROVAL OF THE 2017 FINANCIAL STATEMENTS

On motion by Scott Morgan, seconded by Barrie McKenna, IT WAS RESOLVED THAT


the financial statements for 2017, which had been distributed with the call for the meeting,
be hereby approved.

ADOPTION OF DIRECTORS’ ACTS

On motion by Tony Layton, seconded by Winona Sewell, IT WAS RESOLVED THAT all
acts, resolutions, agreements and actions taken, adopted or made by the Directors or Officers
of the Club, up to the date hereof, be approved.

ELECTION OF CLUB BOARD OF DIRECTORS

Wendy thanked the members of the Executive, Lori and Lesley, as well as the other members
of the Board for their hard work and support.

As mentioned earlier, Jon Sewell had to step down as Secretary and Ian Campbell would
replace him. Therefore, the Board approved the extension of Wendy’s term as President by
one year. Lori, however, was not asked to do an additional year, though she would be
available on an informal basis. In addition, Stephanie Williams has decided to step down.
Along with Ian Campbell, two new members were asked to join the Board: Kathy Mills and
Barbara Lewis. The following individuals standing for re-election to the Board: Wendy Hunt
as President, Lesley Stewart as Vice-President and Treasurer, Kathrine Carlisle, Charles
Hodgson, Grant MacKenzie, Ken Atlas, John Holinsky and Yves Caron.

On motion by Abe Kestenberg, seconded by Anton Schlemm, IT WAS RESOLVED THAT


the above individuals be approved and are hereby elected as Directors.

CLUB ACTIVITIES

Vicki Barrett gave an update on the tennis program. As always, she would be at the clubhouse
around 10:30 for the weekly sign-up. She stressed that, in order to have an instructor come
to the Club, there needed to be a sufficient number of participants for a 2-hour stretch.
Members could call also her at home to set up a tennis time.

Lesley Stewart gave an update on the Children’s Program. The Program would run from July
16th – August 9th, Monday to Thursday mornings, with activities on Tuesday and Thursday
afternoons. However, the hours will change: swimming lessons would begin at 10:00 and the
activities would run from 1:00 to 3:30. The fees would remain the same: $40 a week for
members ($70 for non-members) for swimming lessons and $10 for activities. Sarah Bagnall,
who did a marvellous job last year, would continue as coordinator of the Program. There
would be 3 full-time instructors: Jack Warden as Head Instructor, with Rylan Martin and
Chloe Evans as Assistant Instructors. They would be joined by Anne Chapdelaine, as Junior
Instructor, for the last two weeks of the Program. The Club would not offer a CIT program
but rather an activity program for children and adolescents who did not want to participate in
the swim program. The program would offer age-appropriate activities, such as sailing and
an island scavenger hunt. The fee for the program would be $20 per week for members and
$30 for non-members. In addition, kids would be encouraged to help with the swim program
and the afternoon activities.

Wendy talked about the other summer activities. She mentioned that the Regatta would take
place on July 28th and Sports Day on August 11th. She thanked all those who were involved
in the activities last year and would continue this year: Jody and Rob Warden for the Regatta,
Mary Mitchell who organized the marvellous Regatta lunch, and Yves Caron for the Regatta
dance. Wendy also mentioned that tickets for the raffle would be available for sale following
the AGM. Wendy thanked Rick and Tamara Brown for last year’s Sports Day and said that
they would run it again this year.

Two other events were the Trail Clearing Dinner and the Loppet. Wendy thanked the Morgan
family for the dinner and the Whitley family for the Loppet luncheon.

ENVIRONMENT

Barbara Lewis has taken over as Chair of the environment committee. She gave an update of
the meeting that was held on June 9th. She outlined the main focus of the committee:
1. Water quality (sampling and reporting). Barbara stressed the necessity of proper
washing of all watercraft and water toys before introducing them to the lake. She said
that she’d hoped to have posters but they had not arrived. Members could check the
website to be able to identify Eurasian milfoil, an invasive species that has been found
in Lac Luger. She said that the milfoil should not be touched but the Club should be
alerted to its presence in the lake. She also mentioned that the committee had
discussed the possibility of hiring an expert to check septic systems around the lake
to make sure they were in good working order.
2. Shoreline protection (encouraging best practices). Barbara stressed the necessity of
keeping vegetation on the strip of land 10-15 metres wide (depending on slope)
bordering the lakes or streams. Trees should not be cut on the strip and, if trees are
damaged or have fallen, it would be a good idea to take a photo for proof.
3. Wilderness integrity (including issues such as noise and light pollution).

Barbara said that she and John Holinsky had met a representative from the CRE, who
conducted a phosphorous test in the middle of Lac Brûlé in the week before. However, as
she pointed out, that test is relatively uninformative. The committee has opted to do two sets
of tests for phosphorous and coliform at 15 points in Lac Brûlé and Lac Noir, and John
Holinsky has agreed to do the secchi dish readings to test water clarity. The committee hoped
that the Children’s Program could be involved in some of the testing. Tony mentioned that
kids could help with assessing the slime, or a type of algae called periphyton, on rocks around
the lake. Barbara said that this type of monitoring is good but the committee agreed that it
would be too difficult as you need a clear day, smooth water surface, the same person
(properly trained) conducting the testing each time.

OTHER BUSINESS

Tony Layton mentioned that the Oliver Land Trust had finally closed and all the properties
have been handed over to the NCC.

TERMINATION

There being no further business, on motion duly proposed by Winona Sewell and seconded
John Holinsky, IT WAS RESOLVED that the meeting be terminated at 5:20 p.m.

_________________________ _________________________

Lesley Stewart Wendy Hunt


Acting Secretary Chairman

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