WHITE BIRCH LAKES RECREATIONAL ASSOCIATION
BOARD MEETING MINUTES
Unapproved Board Meeting Minutes of
Jan 10, 2004
CALL TO ORDER
The meeting was called to order by President Marv Richardson. Present were Directors Bob Adair, Chuck Bailey, Larry Franklin, Scott Hayer, and Brian Koslowski, Secretary-Treasurer Priscilla Moore and Manager Gail White. Presently one director position is vacant. The meeting opened with a salute to the flag and a prayer.
At this time the President introduced Clare County Sheriff Jeff Goyt. Barb Adair presented the Sheriff with a check in the amount of $1,020 for the Kevin Sherwood family. This represents donations from WBLRA and other residents of WBLRA. Sheriff Goyt expressed thanks on behalf of the family. He stated that the holidays were especially hard for Mrs. Sherwood and her family but that she is now substitute teaching in the Farwell schools and her future goal is to attend college to become a full time teacher.
In May, Sheriff Goyt and another officer will be taking Mrs Sherwood, her girls and Mary, the mother of Kevin, to Washington DC where there is a ceremony for officers killed in the line of duty and Kevin's name will be placed on the memorial at that time.
Sheriff Goyt left a case gun locks for use by those who have guns. In the interest of protecting children and other persons they are available at no charge.
President Richardson, as 1st Vice President, stated that about a year or so ago he and the then President talked about members of the board who have served and given freely of their time and how impersonal it is when they are not re-elected or resign for whatever the reason. One of the things we decided to do was to make sure any board member that leaves here, receive something in remembrance of appreciation from the board and the membership.
That said, I would like Past President Todd Graham to come forward. I would like to present you with this plaque in appreciation for nearly three years of service you gave to the association and the Board.
APPROVAL OF MINUTES
Chuck Bailey moved to approve the December minutes as written. Seconded by Bob Adair. Motion carried unanimously.
The treasurer reported that income for the month of December was $11,334.45, expenses were $36,077.72 and the ending cash balance at December 31, 2003 was $172,144.04. Larry Franklin made a motion to accept the treasurer's report. Seconded by Brian Kozlowski. Motion carried unanimously.
Last month there was a posting requesting those who wished to be considered to fill the temporary board vacancy submit a letter stating interest. This notice was also published in the Birch Bark. Because of printing difficulties the Dec. Birch Bark was not mailed timely. The notice will again be published in the January Birch Bark. Therefore the time for response has been extended to the February meeting.
Manager Gail White updated the status of the buckling of the pool wall, a potentially dangerous situation. The architect presented a preliminary drawing with what he is proposing. To do it as economically possible the plan involves taking the existing windows and moving them back 12 feet and retaining and reinforcing the existing pillars from floor to ceiling and leaving a partial wall with an opening. The roof style would be constructed to mimic the existing roof but would be a little lower in order to prevent the expense of trying to abut to the existing roofline. Also there will be an exit door for safety purposes. If the board approves, the Manager would like the architect to continue with the drawings so that we have the information to go out to bid for a construction price.
The Manager reported that she had been contacted by the Conservation Dept regarding the installation of the dry hydrant. Because of scheduling problems, the Clare County Road Commission was not able to install the hydrant in December. However, it is scheduled to be installed by the end of this month. The cost of the installation is $369.41.
PAYABLES APPROVAL - Scott Hayer moved to pay the payables. Seconded by Chuck Bailey. Motion carried unanimously
COMMENTS FROM THE FLOOR
Roberts Rules of Order provide that minutes of a meeting include only the following information:
the members of the board present, the secretary and treasurer's reports, all main motions made, their wording and disposition, notices of motions, points of order and appeals and the hour of adjournment.
Therefore personal comments are not included as a part of this report.
ENVIRONMENTAL PROTECTION COMMITTEE - Chairman Chick Witchell reported another quiet month. During this month's meeting approval was granted for 1 contiguous lot status and we have a request for a new residence on lots 134-35 pending a copy of their septic permit etc. The committee is working on a policy for residential swimming pools, spas and hot tubs. The policies are being developed in accordance with state and township guidelines. Next meeting is February 12 at 7:00 PM at the clubhouse.
FUTURE PLANNING COMMISSION - No report.
ACTIVITIES COMMITTEE - Shirley Brandt reported that there is a plan for activities for the coming year. She has presented a new format for the scheduled activities. First scheduled is the superbowl party on February 1st. Just come on up and we will have snacks and maybe some wonderful pitas. The Christmas party was a great success. For Valentine's Day we will be having an old fashioned box social. Every lady will be asked to make a meal and put it in a box. The boxes will go up for bid and the proceeds will be used to fund future activities. St Patrick's Day dinner will be on March 13th and there will be a charge to defray the food costs. There will be an Easter Egg hunt for the kids in April.
The President asked if anything was being done for a welcoming committee for new members. Shirley stated that so far it has not been very successful. A system has to be worked out to greet newcomers.
CAMPGROUND - Fred Witchell reported that the septic system at the campground has been shut down as of the first of the year. The problem with the freezing is caused because there is not enough of a water flow during the off-season to keep the system flowing. All the power is shut off except for lights. If anyone wants to use the electricity the office must be notified in advance.
SECURITY -So far there has been no problems at the campground. The roads at the campground are all open for emergency ingress and egress. We are still working on the B & E's we had this summer. Some information has been provided as to the guilty persons involved. Recently the security people have been going from house to house checking all vacant houses for damage or break-ins. Fred reminded members that if you have a change of telephone number, area code or address please advise the office so we may contact you in case of an emergency.
SAPLINGS - Joe Romine hopes to have a meeting with Scott Hayer to schedule some activities. One of the possibilities is to have a dance for teenagers. We seem to have a problem reaching the teenagers as they have not expressed interest in the activities planned. We plan to have a party for the Seedlings.
The Board was presented last month with a proposed budget for the upcoming year. We need to have a motion to approve the publishing of this document. Bob Adair moved that we approve the publishing of the proposed budget. Seconded by Larry Franklin. Motion carried unanimously.
Chuck Bailey proposed a motion to set a budget hearing on Saturday, February 14, 2004 at 9AM prior to the opening of the regular meeting. Seconded by Brian Koslowski. Motion carried unanimously.
The date and time of the budget hearing will be published in the Birch Bark.
By-Laws Committee - Last month the President had requested that the Manager continue the posting to establish a list of persons interested in serving on the committee. The intention was to do an interview process to set a committee of seven with the board president as one. At this time I would like the Board to consider suspending the interview process and accept these persons on the list. The names of the persons on the list are: Chick Witchell, Lot 648, Barb Adair, Lot 60, Sal Scozzari, Lot 1375, Marty Perkins, Lot 1095, Joe Romine, Lot 542, Ken Passage, Lot 163 and Anne Hobart, Lot 454. Moved by Bob Adair that the list presented be accepted for the by-laws committee. Seconded by Scott Hayer, Motion carried unanimously.
The first meeting date is set for Saturday, January 24, 2004 at the clubhouse. The President has deferred appointing a chairperson to the committee itself.
ORV Policy - There is a 1991 policy regarding ORV use in place. The Manager has updated some of the dates and changes in the law. The board has a copy of that policy for review. That policy will be on the agenda for review and possible adoption of any changes that may be needed to the current policy. We have had 7 responses to the request for ideas and it seemed to be unanimous that fines should be levied for violators. The board has until February to review the ORV Policies. The Manager explained that basically the ORV's be registered, they obey the laws and speed limits. It is by no means eliminating the ORV's, it's just controlling them for everybody's safety.
Chuck Bailey moved to adjourn. Seconded by Bob Adair. Motion carried unanimously. Meeting adjourned at 9:40 AM.