BOARD OF DIRECTORíS MEETING
Meeting was called to order at † All Directors present:† Marty Perkins, Ken Passage, Al Isaac, Scott Hayer, Dave Conley, Marv Frayer, and Dan Holzer.
Pledge and prayer were given.
Auditor Tina Hopp gives the results of the recent audit of White Birch Lakes.† Gives a review of financial statements.† Provides suggestions to improve the bookkeeping and records of White Birch.† Recommends providing more specific details of expenditures and cash flow, training on Quickbooks after upgrade, reorganizing financial statements, creating a procedural manual, consider changing procedure on past due assessments, and the segregation of duties such as cash receipts and bank reconciliations.† Draft copy available at the office.
ADDITIONS TO AGENDA:† Additions to New Business:† Managerís contract (closed session), pool
s, procedure of transferring funds
from line item to line item, and
Scott Hayer motions to accept additions and seconded by Al Isaac.† Motion carries.
Scott Hayer states that the
TREASURERíS REPORT:† Priscilla Moore states that for the month of January
the total income was $5,858.90 and total expenses were $28,635.13 with a cash
balance of $114,180.71.† Reserves of $22,000 has been moved and more will probably
need to be moved to get through February.†
The lakes will probably need to be taken from the reserves along with
the audit, the regular running expenses, the fuel, and the note payment.† Scott Hayer suggests holding off on the
PRESIDENTíS REPORT:† No report by the President.
CORRESPONDENCE:† (Letters available at office) Gail White provides a letter from Clare Conservation requesting an application for the lake project.† Tina Hayer reads a letter from Lenore Hayer requesting an apology from the President and requesting the Secretary to include more of her correspondence.
MANAGERíS REPORT:† Gail states that Hershberger Builders will
begin on the wall project in March.†
Also, the pool will be cleaned at this time in order to prevent the pool
from being closed more.† The bulletin
board has thank you notes from the kids at Farwell Schools for the hats and
mittens.† Thank you
PAYABLES APPROVAL:† Priscilla asks for an explanation of the bike
rack and grills.† Determined this was for
SECURITY:† Tom Forman states that things are quiet.† The Sheriff Department was contacted in regards to the gate but there has been no response yet.†
Activities:† Toni Passage thanks everyone who attended the Super Bowl party.† Congratulations to Mike Turner who was the winner of the Chili Cook-Off.† Also thanks to all who helped in clean-up.† Asks about the line item for special activities and whether this line item is for the committee or for anyone with an activity.† Would like to have a line item that is specifically for the committee so that any money raised can go into an income area that can be used by this committee for White Birch activities.
Entrance:† Theresa Turner restates that the next event will be Easter.
EPC:† Tina Hayer states that
there was a meeting last Friday.† New
resident on Squirrel Run,
Futures:† Tom Crook absent.† Looking for a good time and place for a meeting.
Seedlings:† Tina Hayer states that the Valentine party has been rescheduled.† Also there is a great area for sledding in front of the clubhouse thanks to Doug.
Communications:† Terry Obrecht states that newsletter has been well received for the most part.† Received question about the cost of the newsletter in comparison to past years.† States that the advertising will make up for the difference in cost of the first class mail.† States that only 14 Birch Bark newsletter were returned since the new mailing change.
Conservation:† Mike Turner reminds everyone of the February 22nd Conservation Meeting at with the forest specialist speaker.
Campground:† Campground closed.
COMMENTS FROM FLOOR:†
Debby Gerish, #373 states concerns with the stolen hot tub and says that if the security cameras are not checked regularly she would volunteer to do so in order to ensure proper maintenance and that a good visual is being kept.
Dawn Holzer, #1102, commends
Bob Adair, #60, read a prepared written statement that is available in the office or Joe Romine.† Voices his concerns about the presidentís actions for in regards to the workshop on property transfers, the Birch Bark, the minutes, spending, and request for apology.
Terry Obrecht, #251 states that the Covenants and Restrictions require the maintenance of the common properties, and therefore White Birch is obligated to maintain the beaches and parks with the assessments.
Todd Graham, #957 states that in regards to the recommendation of the auditor to have a board member check the bank reconciliation, he feels that the entire board should review and approve it as a whole as a part of the treasurerís report.† Also asks which bid was approved for the wall, the one which removes the entire wall or the one repairing the existing wall (board answers that the wall will be repaired).† Also commends Gail White on her integrity and sticking with it.
Tina Hayer, #538 states concerns about who the audit was awarded to and that how much it will cost needs to be addressed in the minutes.
Theresa Obrecht, #251 asks for a clarification of the auditorís statement in regards to the inadequacy of records prior to 2004.† (Al Isaac responds that this was regarding assets in such as the road grader which was purchased without maintaining records of who they were purchased from, cost of maintenance and so forth.† Gail and Priscilla state that the documentation is there that it was just not recorded.)
Tim Toner, #620 asks Marty Perkins if he feels he owes an apology for the allegations that were previously made (Marty Perkins responds that the questions arose in a workshop as questions and therefore he doesnít feel he mishandled the situation)
Lenore Hayer, #697, asks Marty Perkins where he obtained the deed.
Toni Passage, #163 states that the same question may be asked of those who obtained a deed of her husband and hers at the August meeting and asks that everyone move forward.
Brian Kozlowski, #687 requests that the board determine who is going to oversee the lake projectís budget so that the board doesnít have to review every expenditure.
Mike Turner, #87 states that there are times when discounts become available and he feels that it is in the best interest of White Birch to take advantage of these. (Priscilla requests that the office be informed when this occurs)
Joe Romine, #542 asks if it true that the president has singled out individuals such as Gail and several board members.† (Mr. Perkins states that this is not true)
Kathleen Kozlowski, #687 offers her support of the statements of Mr. Romine and Gail White.
Discussion from the floor proceeds (no lot numbers or names provided) in regards to allegations and rumors of dismissals.† Statements requesting mutual respect follow asking that everyone move forward from these issues.
Tina Hayer, #538 states that
Carrie Forfinski, #1099 asks that anytime someone writes any correspondence or addresses the board with a long written statement or letter, that this should be provided to the office in order to prevent extensive typing or communication costs.† This is not an effort to sugar coat anyoneís opinion but rather to allow them to provide it in their own words.
Gail White states that according to research done by herself
Ken Passage states his concern with moving money from one category in order to pay for another that has been depleted.† States that he would like to see the board be more proactive about staying with the budget by keeping the line items separate and treating them as separate departments unless the board reviews a request for a transfer and then authorizes it.† Ken Passage makes a motion supported by Dan Holzer to strictly maintain the budgetís line items unless the board is requested and approves a transfer if the need arises.† Priscilla Moore asks for a clarification for the flexibility of the line items. †Marty Perkins states that this would only pertain to each category not each item individually in the category and Priscilla asks that this be made clear in the motion.† Ken Passage amends the motion to state that the budget will be more strictly kept under the main categories of line items unless the board is requested and approves a transfer if the need arises.† Motion carries.
Marv Frayer states his concerns with
Marty Perkins appoints Al Isaac to the nominating committee chair.† Al accepts.
Marty Perkins appoints Ken Passage to the Tellerís committee chair.† Ken accepts.
Motion to move into closed session for the Managerís contract made by Marv Frayer and seconded by Scott Hayer.† Motion carried.
Motion made after closed session by Marv Frayer and seconded by Scott Hayer to extend Gail Whiteís contract by one year.† Motion carried 5-2.
Motion to adjourn made by Al Isaac and supported by Dave Conley.† Motion carried.