Unapproved Board Meeting Minutes of January 11, 2003




President Todd Graham called the meeting to order at 9:00 AM.  Present were 1st Vice President Tom Dorcey, 2nd Vice President Marv Richardson, Directors Bob Adair, Larry Franklin and Scott Hayer and Manager Tim Fall.  Director Chuck Bailey was excused.  The meeting opened with a salute to the flag and a prayer.



Tom Dorcey moved to approve the December minutes as written.  Seconded by Bob Adair.  Motion carried.



For the month of December the Treasurer reported income of $13,901.05 and expenses of $26,834.84.  Cash on Hand at December 31, 2002 was $70,129.57.  Bob Adair moved to accept the Treasurer's Report.  Seconded by Tom Dorcey.  Motion carried.



Correspondence was received from a member concerning an explanation of budget items.  This correspondence has been addressed.



ENVIRONMENTAL PROTECTION COMMITTEE - Chairman Ron Tagg, Lot 246, reported that there had been approvals for a boardwalk on Elm and tree removals at Teaberry and at Spruce Hill.  He thanked the Board for appointing more members to the Committee.

FUTURE PLANNING COMMITTEE - Committee is on hold until a new Chairman is appointed.

ACTIVITIES COMMITTEE - Barb Adair, Lot 60, reported that Joe Romine is taking over the Super Bowl Committee.

There is need for someone to volunteer to take over leadership for the Valentine Party and to develop ideas for other activities.

CAMPGROUND COMMITTEE - Fred Witchell, Lot 648, has developed a list of proposed activities for review which will maintain and improve the amenities.  He has suggested that pine trees be planted at the lot lines of White Birch rather than to build fences.  The purpose is to improve the aesthetic appearance and to deter outsiders from crossing into our private property.  He has suggested that funds be set aside for the purchase of trees.

SEARCH COMMITTEE - Marv Richardson reported that there have been many responses from members volunteering to serve on the search committee.  He asked that those board members, Bob Adair, Scott Hayer and  Marv, who are appointed to the committee meet on Thursday at 9AM to appoint the qualified non-board members who will participate in the resume review.  Persons who have submitted resumes, will be evaluated on a predetermined scale by each committee member, results will be tabulated and apparent qualified applicants will be called for interview.



The Manager reported that in response to the suggestion concerning pine trees as a lot identification, there is a member who has worked with DNR and who has suggested that if trees are ordered in advance there is the possibility that trees can be obtained without cost.  Again the project may be done with volunteers and low costs only for necessary supplies.  Finally, the Consumers Energy engineer has completed the project at the entrance and they are scheduled Wednesday to run a new electric supply which should give adequate voltage supply to the guardhouse.

The next 6 weeks or so will be the busiest time of the year in the office.  Assessment invoices will be prepared and the accounting for the receipt of dues payments as well as the preparation of quarterly and yearly payroll reports and year-end corporate reports.  As a result some other types of correspondence may be delayed.  We would appreciate your cooperation.

ACCOUNTS PAYABLE - Payables were reviewed.  Marv Richardson moved to pay the payables.  Seconded by Bob Adair.  Motion carried.



The proposed budget has been published in the Birch Bark for member review and comments.  Only one letter has been received and the questions have been addressed.  Marv Richardson moved that the proposed budget by adopted.  Seconded by Bob Adair.  Motion carried. 

Recent discussion concerning the danger posed by the way the school bus turns at the guardhouse has been passed on to the school bus authorities and plans are being made to correct the situation.



Debbie Hemak, Lot 180, presented her case to the Board concerning the EPC denial of a waiver to build a dog fence.

After much discussion Marv Richardson made a motion that the case be returned to EPC to work with Debbie to develop a new proposal to be brought before the Board if there cannot be a compromise reached with the EPC.  Seconded by Bob Adair.  Motion carried.

Barb Adair, Lot 60, asked about the status of the bids for the proposed office.  Insufficient numbers of bids have been received.    

Joe Romine, Lot 542, expressed his opinion concerning criteria regarding variances.  He feels that all ordinances, when passed, be filed in an ordinance book and made available for review.  He is trying to promote a pool tournament for White Birch students.  His plan is to schedule the tournament prior to the Super Bowl hour and to offer a prize at the final pool game.

Sal Scozzari, Lot 1375, congratulates this Board for having a democratic approach toward administration.  Secondly he disagrees with the Board's decision as to whether White Birch is a political body.  He would like a letter written to the Attorney General asking for a decision.  He suggests that a committee be appointed to review the bylaws.

Chuck Adams, Lot 68, expressed his concerns regarding the location of a dumpster at a residence on White Birch Lane and ever present trash cans on Evergreen.  The issue will be addressed when a blight policy has been developed.

Chuck Hastings, Lot 78, speaks to the problems facing the EPC regarding when and when not to pass variances.  The Committee, in order to be consistent and fair, has to try to define specific policies.  The Committee is forced to make decisions as to when to allow variances which necessitates making their own guidelines  Over the last several years it has been an effort to write various policies to use as the Committee's guidelines are not addressed in the Covenants and Restrictions.  It is a challenge to make these guidelines universally known so that everyone understands. These must be made known to the membership and to proposed new buyers.  The Board must back these policies or ask that they be revised.  Lastly there must be enforcement of these guidelines and policies.

Anne Hobart, Lot 454, suggests that the Board and the EPC develop a policy book so that there is a trail of all policies and decisions, a history which can be a reference passed on through the years.

Ron Tagg, Lot 246, requested that the Welcome sign mounted on the stop sign at the entrance be moved to a more obvious site where incoming traffic will be aware that the Association is a zoned restricted area.


Since this is Tim's last official representation as a Manager,  Marv Richardson, as a Board Member and as an Association Member, thanks Tim for his years of service.  A sharing of thanks made by all present here today.



Bob Adair made the motion to adjourn.  Seconded by Marv Richardson.  Motion carried.


Respectfully Submitted

Priscilla Moore