WHITE BIRCH LAKES RECREATIONAL ASSOCIATION
BOARD MEETING MINUTES
Unapproved Board Meeting Minutes of
March 13, 2004
CALL TO ORDER
The meeting was called to order by President Marv Richardson. Present were 1st Vice President,Scott Hayer, 2nd Vice President Bob Adair and Directors Chuck Bailey, Larry Franklin and Brian Koslowski, Manager Gail White and Secretary-Treasurer Priscilla Moore. Director Marvin Frayer was excused. The meeting opened with a salute to the flag and a prayer by Chuck Bailey.
APPROVAL OF THE MINUTES
Chuck Bailey moved to approve the February minutes as written. Seconded by Bob Adair. Motion carried unanimously.
The treasurer reported that income for the month of February was $7,633.64, expenses were $31,868.85 and the ending cash balance at February 29, 2004 was $131,394.68. In all probability this is the final statement for the fiscal year barring any unforeseen prior year adjustments. Net income over expense for the fiscal year 3-1-03 through 2-28-04 is $90,591.29. Larry Franklin made a motion to accept the treasurer's report. Seconded by Bryan Kozlowski. Motion carried unanimously.
The President stated that he is very pleased with the financial status of the organization. It says a lot for not only the Board, but also the membership who have stuck by even when finances were tight over the last several years.
The Manager reported that we have already taken in about one-third of the monies we have anticipated for the fiscal year. Further research has been done for flooring for the bathrooms, locker rooms, pool area at the clubhouse and also the bathrooms out at the campground. The process involves preparing the surface by buffing and sanding and then cover the surface with five types of coating. This would eliminate the necessity for annual painting.
There is a grader coming up in April in Gladwin County so next week Doug will be going to take a look at it.
We are still looking at the possibility of having someone come in to grade under contract. Also waiting for responses from a couple of trucking companies. There is a Neighborhood Association of Michigan put together through MSU for associations like ours. For a $25.00 a year membership we get a quarterly newsletter, there is an annual seminar and we could be in contact with others that run associations. A good source of information when we have problems to be solved.
The Manager reported that the damage from ice was minimal. Doug was able to clear the roof and there was some damage to the new floor in the dining room area. This will probably be replaced by tile in the summer.
ACCOUNTS PAYABLE - Chuck Bailey made a motion to pay the bills. Seconded by Bob Adair. Motion carried unanimously.
ENVIRONMENTAL PROTECTION COMMITTEE - Chairperson Chick Witchell reported that 3 contiguous statuses were approved. A residence has been pre-approved for lots 140-141 on Mockingbird Circle. Presently we have 283 homes and 3 pending. Another member on Spruce Hill has expressed interest in building.
FUTURE PLANNING COMMITTEE - Manager Gail White reported that Merle Harmon has a meeting scheduled for next Thursday at 6 o'clock at the clubhouse. All members have been contacted. Matt Lucas of lots 404-405-406 will be joining the committee. Scott Hayer, 1st Vice President, was appointed as liaison Board Member.
ACTIVITIES COMMITTEE - Phyllis Willoughby reported for Shirley Brandt. She reminded everyone to come to the St Patrick's Day dinner today between 5 and 7 PM. A thank you to Bob Adair and Todd Graham for cooking the dinner and a thank you to Bob Adair for replacing the old roasting pans. Please look at the bulletin board and sign up to help out with some of the activities for the rest of the year.
CAMPGROUND - Fred Witchell reminded that last year boats that were improperly stored were picked up and moved to locked storage. We will now start running information on the numbers in the Birch Bark. If they are not claimed by a certain time we will be disposing of the unclaimed boats. At a future date these boats will be offered for sale to members of WBLRA. Income from sale will probably be used to improve or expand existing boat racks.
We had only one complaint this winter concerning the power having been shut off at the campground.
Since the campers were removed from their lots last October there have been no new break-ins and no damages to the trailers in the campground.
SECURITY - Fred reported that security had done a walk around of every residence after New Year's to be sure there had been no break-ins or other damage. We will be doing another walk-around probably next month. We found a location where a tree had fallen on a residence, 2 sheds with the doors open, 3 garages where they forgot to shut their doors, 3 trailers in the campgrounds where the people forgot to look their doors and we took 10 roaming cats to the humane society. Again you are reminded to keep phone numbers updated at the office in case you need to be notified of any damages.
BYLAWS COMMITTEE - The Manager reported for Chairperson Anne Hobart that the Bylaws Committee is moving right along. They are meeting every 2 weeks and are working on suggested changes to be presented to the Board.
NOMINATING COMMITTEE - The President asked if there were any members who would like to serve on the Nominating Committee. Brian Kozlowski has been appointed as Chairman.. Bill Czarniawski, Lot 832, telephone # 588-6714, volunteered to serve. The President recommended that the Manager sit in on the meetings although not as a committee member. The Committee will consist of Brian Kozlowski, Pat Zakalowski, Lot 1305, Priscilla Moore, Lot 71, Bill Czarniawski, Lot 832, Bob Adair, Lot 60 and possibly one other person.
ATV Rules - These rules have been in place for several years although they have not been enforced. The Manager along with Security and Joe Romine updated the existing ATV rules and added current State of Michigan laws pertaining to ATV's. Basically we have added requirements so that we have a way of identifying the operators and also a little more teeth to impose fines on the offenders.
Bob Adair made a motion that the Board adopt this revised policy. Seconded by Chuck Bailey. Brian Kozlowski stated concern about lack of requirements for vehicle lights from dusk to dawn to be added under Equipment. He also stated that he would like to see a White Birch approved flag or mast attached to the vehicle. Approved flags or masts to be made available for purchase at the clubhouse.
After much discussion it was decided to add under Operating Regulations on Page 2 - Part 1 - a new item F. ignite front and rear operating lights between dusk and dawn.
Add under Part 2 - a new item - The ATV shall be equipped with (d) front and rear operating lights.
A new item (e) a White Birch approved flag or mast.
On Page 1 under Definitions - Item 1 - delete the words single user.
A motion was made by Bob Adair to table the ATV motion until the next Board meeting. Seconded by Bryan Koslowski. Motion carried.
Scott Hayer moved to adjourn. Seconded by Larry Franklin. Motion carried unanimously. Meeting adjourned at 10:50 AM.