BOARD MEETING MINUTES
Unapproved Board Meeting Minutes of
May 8, 2004
CALL TO ORDER
The meeting was called to order by President Marv Richardson. Present were 1st Vice President Scott Hayer, Second Vice President Bob Adair, Directors Chuck Bailey, Marv Frayer and Brian Koslowski, Manager Gail White and Secretary-Treasurer Priscilla Moore. Larry Franklin was excused. The meeting opened with a salute to the flag and a prayer by Chuck Bailey.
APPROVAL OF THE MINUTES
Marv Frayer moved to approve the April minutes as written. Seconded by Bob Adair. Motion carried unanimously.
The treasurer reported that income for the month of April was $40,287.28, expenses were $66,001.00 and the ending cash balance at March 31, 2004 was $294,036.68. Bob Adair made a motion to accept the Treasurer's report. Seconded by Chuck Bailey. Motion carried unanimously.
Contact has been made with Scott McNaught from CMU regarding a proposal for a complete study of the White Birch Lakes. A meeting of the Board members is scheduled for next Thursday the 13th to review the proposal.
CORRESPONDENCE - None
We have created new forms in hopes of getting things more organized. Registration forms for the campers are printed in duplicate and one copy will be filed in the pool room. Another form is for the duration of stay for the campers at the campground so we can keep a better accounting of who has not paid. On holiday weekends we would like to collect 50% of camping charges in advance in order to eliminate unused reservations not being paid for. Another form spells out the clubhouse rental policy. This from must be filled out and returned prior to the reservation date along with the rental payment. A sign has been posted at the campground stating the camping fees. Another sign has been posted at the dumpster warning that the dumpster is for campground use only.
The ATV rules have been sent to all members. The flags for the ATV's are now available. A method was discussed as to identification on the flags. The Clare County Road Commission is scheduling installation of the dry hydrant. We finished with the one month lease of the grader. We were advised that the grader could be available at a future time should it be needed. The brining of the roads has been successfully completed.
Countywide Septic has provided a cost proposal for the installation of a new septic system at the campground. Most campers have been cooperative regarding the on-lot date of May 14 for their trailers. Two exceptions were granted for early dates - one because of surgery and another because the party will be out of the country during the time period allowed for the removal of trailers. Fred Witchell has supplied us with a calendar showing the scheduling of security.
ACCOUNTS PAYABLE - Brian Kozlowski made a motion to pay the bills. Seconded by Marv Frayer. Motion carried.
ENVIRONMENTAL PROTECTION COMMITTEE - Chick Witchell reported approvals for 3 tree removals, 1 contiguous lot status, 2 kennels, 2 driveways, 1 deck replacement and 2 more residences. Total number of residences is now 286 with 2 pending. Installation of spas and hot tubs is not included in the EPC suggestion of no swimming pools. The Covenants and Restrictions do not address swimming pools, therefore suggestions concerning swimming pools will be submitted to the Board at a future meeting. There will be a meeting next Thursday, the 13th, since there were not enough members present for the last meeting.
FUTURE PLANNING COMMISSION - Merle Harmon reported there will be a meeting scheduled for Thursday, May 20, at 6 PM at the clubhouse.
ACTIVITIES COMMITTEE - Shirley Brandt reported that the Easter Egg Hunt was very successful. There appears to be increased turnouts for the activities. Tomorrow, Sunday, May 9, is the Mother's Day Breakfast from 8AM to 11 AM. Help would be appreciated. Saturday, May 29, is the one-day-only yard sale. Ads are in the paper and so far 31 people have signed up. Sign up sheet is on the board at the clubhouse. Fliers are available. In June the Red-Hat ladies are going to be cooking the Father's Day Breakfast.
CAMPGROUND - Fred Witchell reported that the facilities at the campground should be ready next weekend. Memorial Day weekend will see campers moving out and campers moving in. We will plan to have security there to try to avoid unnecessary confusion. At the wetlands at the campground we had an incident when ATV riders made a trench so deep that only their heads were visible. The ATV's were stolen but were recovered.
SECURITY - Fred reported that the residence checks have been completed. We are now implementing our ATV rules and last week we gave out 4 warnings. The procedure is that the first offense will be a warning, second offense will be a $100 fine, third offense a $200 fine and thereafter increments of $100 for each additional offense. These fines will be imposed on the lot owners from which the vehicles originate. We have put up signs in the maintenance area where ATV's are permitted. Two camping units had to be removed from their lots. There were problems with speeders whom we were able to identify through the surveillance cameras. The parents were contacted and appeared to be concerned. There is a map displaying allowable routes for ATV's in the office. All other locations are off limits.
NOMINATING COMMITTEE - Brian Kozlowski will establish a committee.
BYLAWS COMMITTEE - Anne Hobart reported that the Committee has finished their report and the recommendations have been given to the Board.
SEEDLINGS & SAPLINGS - Scott Hayer reported that the Seedlings and Saplings will be planting flowers later on today.
ENTRANCE COMMITTEE - Marv Richardson stated that Greg Hernden had agreed to chair this committee. Gina Frayer and Ryan Racine are being included as committee members.
HOT TUB - Cheryl Costantino stated there is some money for the hot tub but not enough for the quality of hot tub we need. She suggested there be breakfasts this summer and everyone can make a donation for the breakfast. The donation would be used for the purchase of the hot tub or for the furniture whichever is your preference.
Floors - Scott Hayer made a motion to approve the installation of new acrylic flooring around the pool area and leading up the hallway. Seconded by Bob Adair. After much discussion and new information concerning repairs at the campground the motion failed to pass. Bob Adair made a motion that we spend the $9,417 and the $6,474 at this time for the clubhouse bathrooms, showers, pool and hallway. Seconded by Brian Koslowski. Motion passed with one nay.
Wall Update - The manager stated there are three contractors interested in bidding They are to submit bids in two ways - one bid just to replace the wall only and a second with the addition for the exercise room.. Next Friday, the 14th, is the closing date for the bids.
Bus Stop Area - The President would like to see this up and running by the time school starts in the fall. Fred Witchell has drawn up some sketches and the Manager has agreed to get with the Entrance Committee to talk about location, what kind of building etc. Bob Adair has agreed to join the Committee.
Communications System - Bob Adair stated he had been working with Crouch Communications from Saranac, Mi and he had received some quotes. The total cost is $6,400 for a guaranteed system that anyone with a hand held radio can talk to anyone else on White Birch property. The system includes a tower, a repeater and hand held radios. Before a system can be considered, a license must be obtained from FCC which could take from three to twelve months to obtain. Marv Frayer made a motion that we enter into a contract with CCI Communications, Inc for $6,325.41 pending FCC approval. Seconded by Brian Koslowski. After further discussion Marv Frayer withdrew the motion to enter into a contract with Crouch Communications. Second by Brian Kozlowski was withdrawn. The motion is null and void. Bob Adair made a motion to seek FCC approval for a communions system. Seconded by Marv Frayer. A motion was made by Scott Hayer to table seeking the FCC license pending further information. Seconded by Chuck Bailey.
Motion approved unanimously.
By-Laws recommendations - Anne Hobart submitted a cover letter for everyone on the Board who received the recommended changes to the By-Laws. A lot is cleanup language - some of the language was left over from the developer. There were two major changes - one of which may have to go to the annual meeting for a vote. First major change is in Article 6, Section 1, which changes the definition of who can vote and the recommendation is to change from one vote per lot to one vote per member. A second major change is in Article VII, Section 1, to change the term of directors to three years. We have a suggested a way to implement that should the Board decide to accept the recommendation. Some suggestions appear as foot notes - one of which is what to do with people who have a hardship case - another was as to how to implement the change .
Sal Scozzari stated that a requirement for an annual audit be included and the addition of Robert's Rules as a guide. The President stated that the Board does have the ability to accept changes to by-laws by a 2/3 vote.
The Board does not have the ability to change the terms of office. Scott Hayer moved that the changes as recommended by the Committee for Article VI, Section l -Who Entitled to Vote - and Article VII, Section 1 - Number and Term of Directors - be place on the ballot at the July 2004 annual meeting. Seconded by Bob Adair. Other recommended changes will be discussed at the next meeting. The President commended Anne Hobart and the Committee members for their dedication and for their hard work in developing the recommended changes.
Merle Harmon Appeal - Scott Hayer moves that we favor Mr. Harmon's appeal and allow him his 24 foot section, 6 foot variance for a fence. Seconded by Chuck Bailey. Motion approved unanimously.
Much discussion followed relating to lack of guidance for the EPC Committee concerning policies not specifically addressed in the Covenants and Restrictions. Members of the EPC Committee are requesting guidelines which address such issues.
Campground Septic Repair - We have one quote to repair the septic system. The Manager is to obtain more bids and the item will be on the agenda for next month.
Those persons interested in running for the White Birch Board need to get their letters of intent filed with the office so the information can be published in the Birch Bark.
Chuck Bailey made a motion to adjourn. Seconded by Marv Frayer. Motion approved unanimously.