FRIENDS OF PETRIE ISLAND / AMIS DE L=ÎLE PETRIE

FRIENDS OF PETRIE ISLAND / AMIS DE L=ÎLE PETRIE

Record of Annual General Meeting

October 22, 2002, Queenswood Heights Community Center

19:30 - 21:00

PRESENT: Al Tweddle, Chair, P. Le Fort, meeting secretary; R. Cloutier, D. Drouillard, D. Villeneuve, P. Waddell, J. Robertson; guest Sherrie Crowder.

1. Record of previous executive meeting (25/09/2002) was approved with addition of AMeeting agenda was adopted; moved RC, seconded PLF.@ Moved: PLF, seconded: RC.

2. Financial report (Chair)

Current balance stands at $5285.71

Balance fwd 31/12/2001			$1,812.37
Revenue 2002	memberships	350.00
	City of Ottawa	30,000.00
	Ont. Trillium Foun.	11,700.00
	Boy Scouts	32.14
	Kelsey=s	40.00
	Private donations	271.00
	T-shirt sales	100.00
	Map and misc. sales	35.32
	Turtle Day donations	43.06
Subtotal revenue			15,571.52
			$17,383.89
Expenses 2002	Cell phone	189.96
	Website	82.42
	Stationery & supplies	466.76
	Maintenance	348.64
	Wildlife display	39.70
	Food, pop, ice, water	43.26
	Photography	200.00
	Audiovisual B slide pres.	725.00
	Publications	583.75
	Reference material	266.31
	Staff wages	5450.90
	Boat use	172.37
	Mural art	250.00
	Phone, t-shirts	229.86
	Maintenance, supervision wages	3049.25
Subtotal expenses			($12,098.18)
CURRENT BALANCE	22/10/2001		$5,285.71

Financial report is approved as presented (moved: PLF, seconded: JR).

3. Chair=s report (Report to City of Ottawa for 2002 season). The Chair gave a summary of his report for the 2002 season, previously distributed. There was discussion on the boat launching area options.

AReport to City OF OTTAWA for the Summer Season 2002 - October

The Friends of Petrie Island operated the Petrie Island picnic area for the fifth year this past summer. This was the second year of operation with the new City of Ottawa, the previous three years were with the City of Cumberland.

An increasing number of people from across the region are discovering the area, and this along with continued use by those familiar with the Islands increased attendance from 34,000/visitor hours in 2000 to 75,000 in 2002.

The Friends of Petrie Island would like to thank the City of Ottawa and its staff for the support they have received this year.

ORGANIZATION

< Fifth year of operating the picnic area: 1998 - 1 month; 1999 - 2 2 months; 2000 - 4 2 months, 2001 - 5 months, 2002 - 5 months

< Continued contacts with various associations: Ottawa Field Naturalists= Club (OFNC), Ottawa Duck club, local community associations, Riverkeepers, SHELL (Turtle Club) and various government bodies

< Additional City funds were used to hire students for monitoring and maintenance

< An Ontario Trillium Foundation grant allowed us to expand our interpretive program

< Conducted survey on futures uses of Petrie Island

< participated in Planning meetings and Open houses on the park/beach plans

SITE IMPROVEMENTS, USING FUNDS FROM CITY AND DONATIONS

< Expanded picnic area west and south, cleaned up shoreline and expanded sand areas; sand donated by Roger Grandmaitre Ltd

< Built 10 new picnic tables, with materials donated by Home Depot

< Provided maintenance and cleanup of trail and shoreline outside picnic area

< Improved the cottage for use as an interpretive center, electricity was added with City funds

< A mural was painted on the south wall of the cottage

< Improved signage and display areas

< Majority of work was done Wednesday mornings. Two work days were also attended by the general public. Many Scout and Guide groups participated in clean ups in the picnic area and on the island.

< Improved area around the canoe launch - (Crappy Bay)

< provided sand mounds for potential turtle breeding areas at Crappy Bay

< A wildflower garden was started using driftwood and natural plants

< previously donated picnic tables using pressure treated lumber were painted

< Area around the second cottage was used as maintenance area and for some special events

OPERATION

< Wet weather in April, May and June limited access and delayed cleanup of the picnic area, which was inaccessible due to flooding for approx one week in late April, one week in mid-May and one week in June, despite this the attendance in May and June was only slightly below last year=s

< The City provided direct funds for toilet rental (4 2 months), materials and grass cutting ($3,900) as well as services of staff for site improvement and garbage collection ($3,550), for a total value of $7,450 (the same as the previous year)

< Daily cleanup, site improvement, and monitoring of the area was provided by Friends of Petrie Island, using volunteers and students hired with City grant money - $3000

< The bylaws were generally obeyed, including dogs on a leash, occasional foot patrols by bylaw officers and Police had a positive impact.

< Parking - up to 120 cars were counted on peak days. There were 70 regular spots. There were 16 days with over 70 cars and 8 days with over 100.

< Litter problems were mainly caused by animals in garbage cans and debris washed up from the river

< FOPI again worked with City staff to protect trees from Beavers (wrapped trees with wire mesh)

ATTENDANCE

< Attendance was based on car counts time 2.5 persons in May/June and 3.0 persons in July/August

< Ideal weather as well as growing awareness of the area increased attendance.

< There were 51 days when attendance exceeded 500 and 25 days when it exceeded 1000 and 7 days when it exceeded 1500

INTERPRETIVE AND PUBLIC RELATIONS

< Trillium grant provided a student for four months, and monies to improve publications, displays and present an audio visual program.

< Continued program of monthly posters to educate the public on various natural aspects of Petrie Island and added interpretive boards, increased from 9 to 12 boards on display

< Updated three brochures and improved the distribution using the Trillium grant

< Participated in Wildlife Festival at Carlingwood Mall in April

< Six open houses were held with nature displays, including 3^rd Wildflower Walk and a 2^nd Turtle Day

< Jim Robertson, one of our photographers, completed a slide show featuring a Ayear in the life of Petrie Island@, which was shown to various community groups and schools, 31 presentations to over 1250 people

< Made presentations and gave tours to Scout and Guide groups, schools and Wildlife Federation of Canada National Conference

< Our website (www.petrieisland.org) was improved and we have received many positive comments

< Three Carleton University students are working on environmental projects at Petrie Island

< Featured on a CHRO and CJOH TV segments: Chairman was also interviewed twice for radio programs and Petrie was featured in Ottawa City Life magazine

< Petrie Island was again featured in:

- local publications, Citizen, Orleans Star and Journal, East end Communiqué, Ottawa City Life Magazine

- Wildlife Festival map of nature sites in Eastern Ontario

FOPI REQUESTS COUNCIL SUPPORT FOR:

< Construction of Phase 1 of the Beach plan

< Develop a management plan for the sand operation area of the Island during construction of the beach

< Friends of Petrie Island believe that the entire 25-acre sand excavation site should be developed as a passive recreation park and that any boating/boat launch facilities should be located well away from the present sand excavation site; plans should proceed to develop this area

< Look at possible use of the downstream bay for canoe, kayak and small boat sailing area as well as shore fishing

PROPOSALS FOR 2003

< Same operating season as 2002, May to October, operation will depend on the construction schedule

< Improved toilet facilities

< build another picnic shelter

< Work on additional nature trails on Island and mainland shore

< Improve cottage/Info center

< Apply for another Trillium grant

< Expand interpretive program, with additional rotating signage, guided and self guided tours

< Increase grass cutting from 6 - 8 times

< Where possible have after hours check ie: 9 - 10 p.m. and look into a gate at entrance to the Island

< Increase membership base and donations

5 YEAR REVIEW

Five years ago only a few individuals and fishermen went to the areas of the Island upstream of the Grandmaitre sand operation. FOPI has opened up the area from 1 2 months, 8000/visitor hours in 1998 to 5 months (May to Oct) 80,000 in 2002. During these five years FOPI has been responsible in obtaining over $70,000 in donated material and volunteer time.

We have developed a picnic area with a small beach and a two kilometer trail system that allows the public to visit unique wetland systems at Petrie Island. People from all over Ottawa are coming to see, educate and enjoy the area.

The Ottawa Field Naturalist Club inventoried the area in 1999 and working with them FOPI has developed a trail system which minimizes the impacts on the ecosystem. Various reports indicate that the wildlife variety (see FOPI website) is abundant, the number of turtles and herons seen (fall 2002) indicate healthy populations.

The constant monitoring of the area by volunteers and staff are an essential part of this success. With the development of a park/beach on the sand operation site it will be equally important to continue these efforts and FOPI will continue to participate in the overall protection, education and operation of Petrie Island.

Friends of Petrie Island Finances

2002 2001

Main sources of FOPI Revenue

Membership fees $330 $ 425

Cash donations* $400 $ 2425

*(Queenswood Heights, Fallingbrook, Villages Associations and AutoDesk Company contributed $2000.)

City Grant 3000*

Main FOPI Expenses

Operational Supervision $3075* $1631.

Telephone $ ** $115

Interpretive $ ** $421

SUBTOTAL $3075 $2167

* City grant

** Covered by Trillium grant this year

Donated Material Sand from Grandmaître $1200 $700

Picnic tables (Home Depot) $1000 $1051

Photo materials (FOPI Members) $ 500 $2000

SUBTOTAL $2700 $3751

CITY FUNDS

Materials and supplies $1500 $2000

Grass cutting $ 800 $ 400

Toilet rental $2500 $1500

Electricity $4800 $3900

Staff time for support, garbage collection, chain saw work,

Machine operator (this portion not complete at this time) $ 2650 $3550

TOTAL $7450 7450

TABLE 1 - PETRIE ISLAND ATTENDANCE

TOTAL ATTENDANCE

1998

1999

2000

2001

2002

MAY

n.a.

3075

4089

5084

4185

JUNE

510

3943

4617

9517

9479.

JULY

277

6852

10,974

18,672

26,062

AUGUST

4576

6196

9881

19,674

26,417

SEPTEMBER

2596

3400

4500 )

8,456

13,044

SEASON TOTAL

7959

23,466

34,970

60,403

79,187*

*Over 200,000 hours of use

TABLE 2 - VOLUNTEER WORKERS

2002 paid

2002

volunteer

2000

2001

WORK HOURS

400 *

739

658

479

MONITORS= & CAPTAINS= HOURS

453

806

919

ORGANIZATIONAL

160

110

120

INTERPRETIVE PROGRAM

1040**

210

250

530

TOTAL

1592

1824

2048

VALUE @ $7.00/HOUR

$11,144

$12,768

$14,336

DONATED MATERIAL

$2700

$1100

$3751

TOTAL Volunteer Value

1440

$13,844

$13,968

$18,036

* City Grant ** Trillium grant@

5. Webmaster=s report (D. Villeneuve)- An effort will be made to make the membership page more user-friendly.

6. Publicity: (Chair) - There have been two TV slots, 2 radio slots, an article in City Life magazine, and several articles on local papers.

7. Membership (D. Drouillard) - It is noted that D. Drouillard is now in charge of membership and directory responsibilities.

8. Ontario Trillium Foundation grant (Chair)

Activities were as follows: improvements to interpretive building, hiring of student information officer and monitor, who gave several tours to seniors, school groups etc., and supported the audiovisual presentations, research, questionnaire circulated (100 responses), several fact sheets prepared, 240 hours of student community service time used (more could be accommodated), new species of snake for Petrie identified, resource center started, additional monitoring implemented.

PROPOSAL FOR 2003-04 - It was proposed that a two-year funding request be put to the Foundation for 2002/2004, covering salaries, shoreline and trail protection, observation area, commercial interpretive signage, publications and possible translation, illustrated booklets, new themes.

It was moved by DV and seconded by PW that those in charge of the submission go ahead with this approach, which was approved in principle by the executive.

10. Beach plans (D. Villeneuve)

< Attended working group meetings

< Plan now includes some phase 2 items in phase 1

< Request for funding should go to Council late October

< Environmental report is still the crucial factor

11. Old dump cleanup project (Chair)

Chair has been in contact with P. McNeely on subject of old Petrie Island dump. FoPI feel that this has completely overgrown and looks healthy, and that any contaminants from several decades ago would have been washed out by yearly flooding. In addition, the site is remote from the planned beach and the current picnic park. FoPI could offer to help with surface cleanup.

12. Election of board of directors and approval of constitution and bylaws for incorporation purposes.

The following members were nominated and elected unanimously to the board of directors: Al Tweddle, René Cloutier, Paul Le Fort, Dave Redmond, Dave Villeneuve, Jim Robertson, Pat Laforest, Doug Drouillard, Pete Waddell and Steve McPhee.

Approval of constitution and bylaws - It was moved by D. Villeneuve and seconded by D. Drouillard that the constitution and bylaws, as amended to May 2001, be the constitution and bylaws of the Friends of Petrie Island as an incorporated group. Carried.

Meeting adjourned at 21:00 - Next executive meeting November 19, 2002