BOARD MEETING MINUTES
Unapproved Board Meeting Minutes of
CALL TO ORDER
President Todd Graham called the meeting to order at . Present were 2nd Vice President Tom Dorcey, Directors Bob Adair, Chuck Bailey, Larry Franklin and Scott Hayer. 1st Vice President Marv Richardson was excused. The meeting opened with a salute to the flag and a prayer.
APPROVAL OF MINUTES
Chuck Bailey moved to approve the February minutes as written. Seconded by Bob Adair. Motion carried.
Chuck Bailey moved to approve the March Minutes as written. Seconded by Tom Dorcey. Motion carried.
Chuck Bailey moved to approve the March 8th Closed Meeting Minutes as written. Seconded by Bob Adair. Motion carried.
For the month of March 2003 the Treasurer reported
income of $221,612.12 and expenses of $37, 89.57. Cash on Hand at
Manger Search Committee Results:
In the absence of 1st Vice President Marv Richardson he has submitted a letter on behalf of the "Manager Search Committee" recommending that Mrs. Gail L. White be appointed as the General Manager of White Birch Lakes Recreational Association. Please see copy of letter attached.
Appreciation Presentation to Manager Search Committee members:
A second letter submitted by Marv
Richardson addressed to the President expresses his appreciation for the
dedication of those people who so generously gave of their time to serve on the
"Manager Search Committee".
Appreciation awards for this contribution were given
to Anne Hobart,
At the March BOD Meeting, Mrs. Obrecht,
Membership Cards must be presented:
White Birch Membership cards must be presented for access to our Clubhouse and pool areas. This has always been policy, but had grown lax in the past year or so. A maximum of 8 guests are allowed per member when using the pool, unless special arrangements are made in advance. Members in good standing who may not have a membership card should please contact the office.
Activities Committee Chair Change:
Immediately following this meeting is the final opportunity for volunteers to sign up to serve on the ByLaws Committee. All volunteers will be advised if they have or have not been selected to serve on this committee. After today’s meeting I will be verifying membership status and will send out letters this week to all who have expressed interest.
Birch Bark Committee:
To help assist the General Manager in the monthly publication of our Birch Bark Newsletter, a Birch Bark Committee will be created. The sign up sheet for members interested in serving on the committee will be posted here at the clubhouse until the next Board Meeting on May 10th. This committee will work directly under the supervision of the General Manager who will also be acting as Chair of this committee.
Marvin Richardson will again be chairing the Nomination
Committee. Committee members are Pat Zakalowski,
Suspension of Membership:
Effective immediately, Membership Privileges are suspended for all members who have outstanding lot assessments who have not agreed and adhered to a quarterly or monthly payment plan. These privileges include but are not limited to the use of the clubhouse, pool, lakes, campground and pavilion, serving on any committee, public comment during board meetings, voting during elections and permits for property improvements will not be issued. Suspension of membership will remain in effect until any and all lot assessments are paid in full or a monthly or quarterly payment agreement has been signed and adhered to.
As stated in the White Birch By-Laws, Article III, Section 4 – Suspension of Privileges of Membership - The Board shall have to right to suspend the voting rights, if any, the right to use and share in the Common Properties of the Association and the other privileges of membership of any Member or Associate Member.
A. For any period during which any Association charge, including fines, owed by the Member or Associate Member remains unpaid.
And White Birch By-Laws, Article XIV, Section 3 – Suspension - The Association shall not be required to transfer Membership on the books or to allow the exercise of any rights or privileges on account thereof to any Owner of a Lot or any persons claiming under an Owner unless or until all assessments and charges to which the Lot is subject to have been paid in full.
I realize some members may be wondering why the Board has chosen now to enact these Articles of the White Birch By-Laws and suspend the membership of those in violation. As of April 11th we have $808,963.11 of over-due unpaid lot assessments on the books. This Board had not been made aware of this until recently and action to correct this situation must be taken. Suspension of membership is the first step. We will be presenting an Assessment Collection Policy at the May 10th Board of Directors meeting.
There has been great concern voiced at the past few Board Meetings over the annual increase in our lot assessments. Collection of this past due debt will offer opportunities that may allow assessments to remain the same and cash flow to improve the quality of White Birch for all our members.
I ask our members who have taken pride in our community to encourage those with unpaid assessments to work with the Board to correct this situation as soon as possible
CORRESPONDENCE - None
ENVIRONMENTAL PROTECTION COMMITTEE - Chairman Ron Tagg stated there were 2 lots approved for tree removal and a new shed. Violations continue to be issued for campers and cars left on lots.
FUTURE PLANNING COMMITTEE - Chairman Merle Harmon will meet
with the Committee directly after the Board Meeting. A meeting is set for
ACTIVITIES COMMITTEE - Newly appointed Chairman Shirley Brandt asked for volunteers. She announced that there are plans to start a White Birch Weight Loss Club. If interested in any activities or have any ideas, please call her at 588-4213.
CAMPGROUND - Fred Witchell
announced that the sewage system is now inoperative and the hot water heater is
not repairable. Since the campground
will be opening about May 15, there is only a short period of
time to repair or replace the sewage system and to replace the hot water
tank. Many of the damaged lights will
have to be replaced.
All unmarked boats at the area lakes have been
removed, locked and stored at the old maintenance building. In order to retrieve a boat the owner must
present evidence of ownership. If you
have a missing boat, please contact Fred at 989-588-6797. A radio was given by
MANAGER'S REPORT - Available next Meeting
ACCOUNTS PAYABLE - Payables were reviewed and discussed. Bob Adair made a motion that the bills be paid with a cap of $1500 on the cost of replacing the motor at the outgoing gate. Seconded by Chuck Bailey. Motion carried.
Action on the proposal for the addition to the manager's office is again postponed until the May Board Meeting. At that time the request for bids will be closed.
Chuck Bailey moved to give the Board President the authority to enter into a contract with Gail L. White on behalf of the Association. Seconded by Bob Adair. Motion carried. Mrs. White was asked to come forward to sign the contract. The contract was signed and Mrs. White was presented with keys and a nameplate and given her place at the Board Table. CONGRATULATIONS TO GAIL WHITE AND WELCOME ABOARD.
BUDGET SURPLUS - The Unaudited EOY Financial Statement shows a surplus at the end of fiscal year 2002-2003 in the amount of $20,045.26. A motion was made by Tom Dorcey to increase the Development Fund Set Aside by $10,000, $1,000 to be added to the budget for a new item, Activities Fund. The balance of the surplus is to be added to the Capital Improvement line item thereby increasing the total 2003-2004 budget by $10,045.26. The motion was seconded by Bob Adair.
The Board will vote on this motion at the May 10 meeting since this is an amendment to the budget.
Marv Richardson has developed a letter to Lincoln Township and the Clare County Road Commission requesting that consideration be given to adding a left turn lane to the north bound lane of Old State Road when resurfacing is done this summer. After board review of the letter Chuck Bailey made a motion to submit the letter to the township. Seconded by Bob Adair. Motion carried.
The board having reviewed water heater bids submitted by
Clarification of Alcoholic Beverage Policy - In August 2002 a new policy was made that "No alcoholic beverages may be served at any White Birch event". Bob Adair moved to edit the existing policy to read "No alcoholic beverages may be served at White Birch Lakes business meetings". Seconded by Chuck Bailey. Motion carried.
Manager White has researched the possibility of adding a new computer and has recommended that we purchase a new computer which will be networked to the existing system. She has requested an amount up to $1,000.00 for the purchase.
Scott Hayer moved to approve the purchase of a new computer. Seconded by Bob Adair. Motion carried.
The President presented a proposal to update the web site to allow members in good standing to access it so they can vote on line, fill out an absentee ballot and other issues requiring a vote of the members. Everything can be verified on line in a secure environment. Bob Adair made a motion that we accept this proposal at a cost of $600.00. Seconded by Larry Franklin. This motion is tabled until the next meeting.
COMMENTS FROM THE FLOOR