Each year The Chandos Lake Property Owners Association (CLPOA) holds an Annual General Meeting “AGM” for the entire lake membership.
Details for the 2024 AGM…
Date: Wednesday, May 1, 2024
Meeting start: 7pm EDT
Location: ZOOM, link will be sent to CLPOA Members via email on April 30th
Agenda
- Call to Order and review of the agenda – Dave Taillefer to act as Chair
- Approve / correct Minutes from the 2023 AGM – Dave Taillefer
- President’s Report – Dave Taillefer
- Presentation of Financial Reports by Treasurer – Debbie Kirton
- Waiver of audit requirement – requires 80% of votes cast – Debbie Kirton to report
- Appointment of Rafiq Dosani to conduct Review Engagement – Debbie Kirton to report
- $50 Membership Fee – Debbie Kirton to report
- Constitutional By-law amendments – Elspeth Gaukrodger to report
- Elections – Elspeth Gaukrodger to report
- Mayor: Carolyn Amyotte
- Chandos Lake Outstanding Contributor Award – Dave Taillefer
- Overview of the Boat Cleaning Station – Dave Taillefer & Ed Legzdins
- Jeffrey Sayer of Sayers Foods
- General Business – members welcomed to raise issues and ask questions
Business to be Conducted
A. Annual items for member consideration – all require 50% approval unless noted otherwise
- Review and approve the 2023 AGM Minutes “as is” or as amended;
- Presentation of the 2023 Financial Statements, appointment of an independent accountant to conduct Review Engagement – board proposes CLPOA member Rafiq Dosani, who kindly does this service as a courtesy
- Waiver of audit – requires 80% of votes cast
- Approval of membership fee set by the board at $50
- Acclamation of 6 board positions and ratification of 1 board position – requires member ratification
B. Two (2) constitutional amendments as put forward by the board requires two thirds majority of votes cast
- Confirm Amended by-law, related to planning review; and
- Revision to officer title and responsibilities
C. Chandos Lake Outstanding Contributor Award – 2024 announcement
Reports to the Membership are available on line at www.clpoa.ca/publications:
- Minutes of the 2023 AGM;
- Officers reports: President, Secretary, Treasurer and VP Membership, (will also available in the Yearbook);
- 2023 financial statements and review engagement report, (will also be available in the Yearbook);
- Notice of the 2024 Annual General Meeting Annual
All voting items are being put to the membership in advance of the AGM through the SurveyMonkey. A link for voting access will be emailed or mailed to 2024 CLPOA members.
Voting Instructions:
For those receiving this AGM Notice via Canada Post, for your vote to be valid, mail your vote selections so it can be received by Friday April 26, 2024
For those receiving this AGM Notice by e-mail, you will receive an email link to SurveyMonkey to vote from Monday April 22 at 7pm to Mon April 29 at 7pm.
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This year, in addition to Five Annual Resolutions, the Board is proposing Two Special Constitutional Resolutions as questions 6. and 7. on the ballot below.
The following is background information on these two proposals
Regarding the CLPOA’s role regarding review of variance requests.
In light of the CLPOA by-law amendments introduced in 2017, our organization has taken on the responsibility of reviewing variance requests with potential implications for specific concerns around Chandos Lake. In 2020, we enhanced our internal procedures, and our commitment to transparency and accountability to guide a renewed process. Since then, the Board has endeavored to review all variance requests: first, to determine if any of the specified criteria apply and, only if so, to consider the potential for a negative environmental impact. No application has been opposed pursuant to this review process.
With the goals of maintaining our transparent approach to such reviews while improving the efficiency and effectiveness of the Board’s process, the board is proposing a modification to the existing by-law wording. This adjustment will allow the planning department of North Kawartha to continue ensuring that any future variance requests not pose a threat to the pristine environment of Chandos Lake. Simultaneously, it relieves the CLPOA from the obligation of individually scrutinizing every request. While our perspective has evolved, and we no longer see our role as monitoring individual projects on personal property, we acknowledge that some projects may have an overall negative impact on the lake. In these cases, whether or not they fit within the narrow five criteria process as previously identified, we believe that in these few specific cases, our advocacy remains in the best interest of the lake as a whole.
To fulfill our commitment to protect the health of the lake and its surrounding natural environment, the Association may engage with relevant levels of government and their agencies as deemed warranted by the Board. These engagements could range from discussions with The Crowe Valley on waterfront development or floodplain designations to consultations with NK Planning regarding variance issues or re-designations of land parcels. Additionally, collaborations with the Ministry of Oceans & Fisheries and Ontario Natural Resources could occur to address issues impacting boater safety, docks, and boathouses.
Furthermore, recognizing the need for a comprehensive approach, we have encouraged the planning department of North Kawartha to work in partnership with property owners and keep environmental impacts at the forefront of their considerations. This collaborative effort by the North Kawartha Planning department now provides property owners with essential information and education, empowering them to make informed decisions that collectively contribute to the sustained health of Chandos Lake.
Our collective commitment to the well-being of Chandos Lake remains steadfast, and we believe that these proposed modifications will strengthen our ability to protect and preserve this natural gem. We appreciate your support and engagement in this endeavor to safeguard the broader ecological and social harmony of Chandos Lake.
Regarding the specification of VP Membership as an Officer of the CLPOA.
In an effort to maximize the effectiveness of board member volunteers, and improve succession planning the board propose to amend the by-law to revise the Officer role from VP Membership to Vice President at Large.
ON-LINE VOTING RESOLUTIONS FOR THE 2024 CLPOA MEMBERSHIP
Please note:
- Electronic voting will open at 7pm on April 22 and automatically close at 7pm EDT on April 29.
- Members in good standing will be e-mailed the questions below via SurveyMonkey;
- Voting will be anonymous, meaning that we will know if you voted, but not how. Once submitted by clicking “Done!” the vote cannot be changed.
- Unless otherwise indicated all questions require 50% of the votes cast in order to pass.
Mail-in votes will be held as advance voter ballots by the Chairman.
For additional electronic voting FAQs prior to voting, please visit https://clpoa.ca/about/agm2024/electronic-voting-faqs/
For any questions, please contact the Secretary at: info@clpoa.ca
ANNUAL RESOLUTIONS FOR THE 2024 CLPOA MEMBERSHIP
1. Setting of CLPOA membership fees
The CLPOA Constitution states that the board is to propose the annual membership fee and request the membership ratify it at the AGM.
Do you agree to maintain CLPOA membership fee at $50?
Yes or No
2. Waiving of audit and/or review engagement – requires 80% of votes cast in order to pass.
CLPOA provides financial statements to members in the Yearbook and on the CLPOA website. With 80% membership approval, Ontario permits Not-for-Profit Corporations to utilize a Financial Review Engagement in place of a full audit. The CLPOA requires the membership to approve the Review Engagement arrangement.
Do you agree to waive the audit?
Yes or No
3. Appointment of accountant/auditor to conduct to review engagement
Should members vote to waive the audit, do you agree to appoint CLPOA member, Mr. Rafiq Dosani, B.Comm. CPA, CA to conduct a Financial Review Engagement of the CLPOA’s financial records? Mr Dosani has been completing this review, as a courtesy for more than 10 years.
Yes or No
4. Ratification of the election of a board member
The CLPOA by-law sets out that the election of board members, shall be held annually at the AGM, and shall be by open vote, unless acclaimed. In 2017, the CLPOA membership approved increasing the board from 12 to 14 members. This information was removed from the by-law in 2021 and was meant to be included in the Letters Patent, that modification to the Constitution will be made in 2024.
From time to time, pursuant to the by-law, Directors may fill vacant positions. As such, the Board appointed the below individual for a two-year term, with responsibility as the CLPOA Regatta Coordinator.
- UE Kosar
Do you agree to ratify the appointment of UE Kosar as a board member?
Yes or No
5. Election/Acclamation of board members
Following a nomination process with a deadline of March 12, 2024, the following three current board members put their names forward:
- Debbie Kirton
- Debra Anthony
- Ed Legzdins
and the follow three new candidates put their names forward:
- Sean Godfrey
- Kristen Davison
- Mike Lucassen
All six of these candidates are acclaimed for a two-year term.
Do you agree to ratify the acclamation of the six board member?
Yes or No
Please see candidate and director profiles on the CLPOA website. Newly elected persons shall resume their respective duties on Thurs May 1, 2024 after the AGM.
The following individuals will continue their role for a further one year term.
Barry Evans, Dave Taillefer, Elspeth Gaukrodger, John Lovatsis, Kathy Verduyn, Michelle Schachtschneider, Sheila McKinlay
After the AGM, board members will appoint from among themselves, President, VP Treasurer, VP Secretary and Vice President at Large (pursuant to the CLPOA Constitution).
SPECIAL CONSTITUTIONAL RESOLUTIONS FOR THE 2024 CLPOA MEMBERSHIP
6. Vote on proposed amendment to Article 2 by-law 1 regarding CLPOA’s role in reviewing variance requests
Pursuant to 2017 CLPOA by-law amendments and an internal process introduced in 2020 to ensure transparency and accountability, the Board has endeavoured to review all variance applications on shoreline properties: first, to determine if specified criteria apply and, if so, to consider potential negative environmental impact. No application has been opposed pursuant to this review process.
With goals of improving efficiency and effectiveness, the Board is proposing a modification to the existing by-law. This amendment will allow us to advocate for NK Planning to ensure variance requests do not pose a threat to the Chandos environment, while relieving us of an obligation to review every application. Projects may arise that could have a negative impact on the health of the lake and, in such cases, whether or not they fit under the narrow criteria currently specified, we believe CLPOA advocacy should be utilized in the best interests of the lake as a whole.
Pursuant to the proposed amendment and our commitment to protect the lake environment, the Board may engage with government and agencies where warranted. This could include discussions with CVCA re floodplain mapping, NK Planning on variance/zoning issues or provincial Ministries re boating safety. We will continue to urge NK Planning to keep environmental impacts at the forefront of reviews and provide essential information to shoreline property owners to produce informed decisions that will protect the lake in the future.
Our commitment to the future wellbeing of Chandos remains steadfast and we believe the amendment will strengthen our ability to preserve it.
A. Amendment Article 2 of the CLPOA by-law by inserting a new Section 5 as follows:
For the purposes of protecting the health of the lake and its surrounding natural environment (including water quality, aquatic animals and plants, and shoreline ecosystems), the Association shall engage with the relevant levels of government and their agencies where deemed by the Board to be warranted.
B. Renumber existing Section 5 subsections (a) – (h) to Section 6 (a) – (h) accordingly.
C. Delete the existing subsection 5 (i) as follows:
5 (i) Protect the lake by influencing North Kawartha Council to enforce the Comprehensive Zoning By-Laws that are in place based on the following 5 Criteria:
- When: A Minor Variance or Amendment to the Comprehensive Zoning By-law is requested for a new structure on an existing lot of record within the 30m (100 foot) setback from the high water mark.
- When: A Minor Variance or Amendment to the Comprehensive Zoning By-law is requested for replacement or renovation of an existing dwelling within the 9m (30 foot) setback of the high watermark
- When: An amendment to the Comprehensive Zoning By-law is requested for property severance for the purpose of building a new dwelling
- When: An amendment to the Comprehensive Zoning By-law is requested for Multi-Unit Developments (Plan of subdivision or condominium)
- When: An amendment to the Comprehensive Zoning By-law is requested for Backlot Development
Actions to be taken:
- Engage an independent professional Planner or Building Inspector to review the request and write a brief report to CLPOA Directors advising if the request is justified and is respectful of the lake and shoreline environment.
- This report would then be circulated to all CLPOA Directors seeking agreeance to oppose request or not
- If the CLPOA Directors feel that a position of opposition is warranted, then a letter would be written and sent to Council as early as possible in advance of the request coming before Council. Notification would also be sent to the Applicant and the CLPOA Membership. In addition, one or more of the CLPOA Directors would attend the Council meeting when the request is scheduled to be reviewed and state our opposition and the reasons.
Do you agree to the updated Article 2 by-law wording?
Yes or No
7. Vote on by-law proposal to revise the Officer role from VP Membership to Vice President at Large.
In an effort to maximize the effectiveness of board member volunteers, and improve succession planning the board proposes to amend the by-law to revise the Officer role from VP Membership to Vice President at Large.
A. Amend Article 4 – Directors and Officers subsection 02. of the CLPOA by-law by replacing VP Membership with Vice President at Large, to read as follows:
4 (02.) Following the Annual General Meeting of the Association, the Board of Directors shall appoint from among themselves a President, VP Secretary, VP Treasurer and Vice President at Large each of whom shall be considered officers of the Association. Each officer must be an active member.
B. Amend Article 5 Duties of Officers subsection 05. of the CLPOA by-law by replacing VP Membership with Vice President at Large, to read as follows
5 (05.) Vice President at Large
The Vice President at Large shall perform the duties described in Schedule D and work collaboratively with the President and VP Secretary to increase membership and support members.
C. Amend Schedule D of the CLPOA by-law by replacing VP Membership with Vice President at Large, and modifying the text to read as follows:
Schedule D – Position Description of the Vice President at Large
The Vice President at Large generally serves as a backup leader to the President.
Responsibilities:
In the President’s absence acts as Chair and runs board meetings, assist with President duties,
Completes special duties as requested
Ensure a database of membership names and contact information and payment status is maintained as the official list of who is entitled to vote at Members’ meetings
Membership promotion: Promote CLPOA membership
Assist the VP Secretary to answer correspondence from members
Maintain a high standard for Board conduct and uphold policies and by-law regarding Directors’ conduct.
Do you agree to the updated wording related to the Vice President at Large role?
Yes or No