WHITE BIRCH LAKES RECREATIONAL ASSOCIATION
BOARD MEETING MINUTES
Unapproved Board Meeting Minutes of
April 10, 2004
CALL TO ORDER
The meeting was called to order by President Marv Richardson. Present were 1st Vice President Scott Hayer, Directors Chuck Bailey, Larry Franklin, Marv Frayer and Brian Koslowski, Manager Gail White and Secretary-Treasurer Priscilla Moore. 2nd Vice President Bob Adair was excused. The meeting opened with a salute to the flag and a prayer by Chuck Bailey.
President Richardson welcomed the new Board Member Marv Frayer.
APPROVAL OF THE MINUTES
Larry Franklin moved to approve the March minutes as written. Seconded by Scott Hayer. Motion carried unanimously.
The treasurer reported that income for the month of March was $207,765.81, expenses were $21,237.87 and the ending cash balance at March 31, 2004 was $319,743.67. Brian Kozlowski made a motion to accept the Treasurer's report. Seconded by Marv Frayer. Motion carried unanimously.
Manager Gail White updated the status of the architect's proposed plans to replace the bowed wall in the pool area. The plans are available for review at the office. The next step would be to solicit bids. Regarding the floor project, estimates have been received to install non-skid, long-life flooring at the campground bathrooms and showers, the clubhouse locker rooms, bathrooms, the hallway going to the pool and around the pool area. This flooring would eliminate the need for annual painting, which presently costs about $1,000 annually not including labor. This suggested flooring would cost $6.22 per square foot. In addition there is a need to replace the existing toilets. The lease on the copy machine is expiring. A representative from Capital Communications has presented a lease agreement for an updated Minolta copier. A 48 month lease would cost $175+ per month plus a maintenance agreement of $179 per quarter. This new agreement would save lease costs of approximately $100.00 per month. Annual delivery of the gravel was started last Thursday. Delivery will continue through Tuesday. A grader has been leased from Rick's Excavation for one month at a cost of $3,000. Within a month Doug Lake feels that he can get all the roads, ditches etc done. Continued maintenance will be done with the blade truck. We continue the search for a used grader.
ACCOUNTS PAYABLE - Chuck Bailey made a motion to pay the bills. Seconded by Marv Frayer. Motion carried.
Environmental Protection Committee - Chairperson Chick Witchell reported the following activity: 3 approval for tree removals, 2 sheds, 1 contiguous lot status, l kennel and 2 residences. Residences now total 286. There are also 3 pre-approvals waiting for more information for new residences. Re: swimming pools - In the interest of maintaining the existing natural character of White Birch Lakes Association and giving the access of members in good standing to three lakes and the clubhouse pool, it is the policy of EPC that the construction or installation of an outdoor swimming pool on private lots either in-ground or above ground is not permissible. Variance to this restriction may not be granted under any circumstances. This decision was made because of the necessity of cutting down trees and the required fencing around pools.
FUTURE PLANNING COMMITTEE - Chairman Merle Harmon reported the Committee had a good meeting last month. Primarily they are working on a public relations statement that reflects the Board and Committee's direction as to where we should go. We would like to conduct a new survey which we hope to have done with results back prior to the annual meeting. The next meeting is April 15 at the clubhouse at 6PM.
ACTIVITIES COMMITTEE - Chairperson Shirley Brandt reported that it's a nice day and today is the day of the Easter Egg Hunt for the kids. Last month we had a wonderful Irish dinner and a fine job was done by the workers. Upcoming events are the Mother's Day breakfast, the annual garage sale (there is a sign up sheet posted at the clubhouse). The garage sale will be held Saturday, May 29, 2004. In June is the Father's Day breakfast to be cooked and served by the red-hat madams. Thanks for the response to those who answered the call for volunteers.
CAMPGROUND - Fred Witchell reported there are quite a few people camping at the campground. There have been complaints of kids running around the campground at night. Please curtail your kids so we can monitor the nighttime activities at the campground. At the dumping station - this is not a dumping spot for tires, major appliances, furniture and the like. These items can be picked up curbside on the last Wednesday of each month. It is only for the campers. Removal of these items is not included in our trash contract.
SECURITY - Fred Witchell reported problems with dogs running loose. It is illegal in White Birch and Lincoln Township for dogs to leave your property. In response to one complaint of roving dogs, Lincoln Township sends out an officer who will give a warning. Second complaint warrants a $100 fine. Each succeeding complaint increases the fine by an additional $100. Member complaints to the office will be followed up with a letter to the owner explaining the rules regarding dogs. A few days ago there was a complaint about a car being driven around recklessly. The Sheriff did issue a ticket for reckless endangerment which carries a greater fine than speeding. Houses with absentee owners have been re-checked for vandalism and natural disasters. Burning leaves requires a permit from DNR and must be done with care. Leaf bags can be obtained at the clubhouse and Lincoln Township has a free pickup as needed. Actual dates will be published in the Birch Bark.
NOMINATING COMMITTEE - Brian Kozlowski will have a meeting of the committee soon.
BYLAWS COMMITTEE - Chairperson Anne Hobart states we have a very interesting Committee and lots of discussion. We are moving right along. We are almost finished. Our goal is to get the recommendations to the Board before the next Board Meeting. We meet twice a month on Friday mornings at 9 AM. Our next meeting is April 23.
SAPLINGS AND SEEDLINGS - Joe Romine reported that the Seedlings met at the clubhouse and watched "Finding Niemo". They had potato chips, popcorn and hot dogs and had a good time. Today is the Easter Egg Hunt that starts at noon. The Saplings are a hard bunch to reach . I'm trying to get some lined up for a road cleanup and maybe we can get some lined up to help with some of the senior homeowners' yards.
The President is establishing an Entrance Committee. This Committee will be charged with coming up with a major plan for what we need to do and what we can do to improve the entrance, the school bus stop etc. Volunteers to date are Greg & Linda Hernden, and Phyllis & Al Willoughby. More volunteers are needed and the committee will be selected at the next Board Meeting.
Scott Hayer made a motion to accept the ATV regulations as written and revised. Seconded by Chuck Bailey. Motion carried unanimously. Brochures will be printed up and made available as soon as possible.
Campground Fees - New fees for campers at the campground are as follows:
Campsites for Member occupancy: Per Night $10.00; Per Week $50.00; Per Month $200.00
Campsites that are Member Sponsored: Per Night $15.00 with a 2 week limit. All campsites must be reserved by members. A motion was made by Scott Hayer to accept the campground fee structure. Seconded by Brian Kozlowski.
Motion carried unanimously. A sign is to be posted at the campground showing the fee structure.
Copy Machine Lease - Chuck Bailey moved to accept the 48 month lease agreement as presented in the Manager's report at a cost not to exceed $180 per month and maintenance at $179 quarterly for 5000 sheets with the overage cost at .01Ë per sheet. Seconded by Scott Hayer. Motion carried unanimously.
Pool Wall - Chuck Bailey made a motion to request estimated bids for the pool wall and to make the bids available at the close of business on May 14th. Seconded by Brian Kozlowski. Motion carried unanimously.
Flooring for the pool area and surrounding areas and the campgrounds - Larry Franklin made a motion to enter into an agreement to install new flooring for the pool area, clubhouse locker rooms, hallway and bathrooms and the campground bath and shower areas at a cost of $19,000+. Seconded by Marv Frayer. Discussion followed as to the merits of spending so much money for the floor and as to whether alternative safety flooring is available. Votes were 3 to 3. Motion denied. The Manager was advised to set up a tour of locations where this flooring has been installed and to search out other types of flooring.
Toilets - Marv Frayer, Bryan Koslowski and possibly Scott Hayer will assist the Manager concerning the purchase of replacement toilets.
Bryan Koslowski made a motion to adjourn. Seconded by Chuck Bailey. Motion carried unanimously. Meeting adjourned at 10:44 AM.