BOARD MEETING MINUTES

May 12, 2007

 

CALL TO ORDER

President Al Isaac called the meeting to order at 9:01am. Board members present were President Al Isaac, 1st Vice President Marvin Frayer, Director Don Papesh, Director Sharon Bridges, Director Bob Adair and Director Brian Kozlowski. Also present were Manager Gail White, Treasurer Priscilla Moore and Secretary Todd Graham. 2nd Vice President Greg Hernden was excused. President Al Isaac opened the meeting with The Pledge of Allegiance. Director Brian Kozlowski followed with prayer.

 

ADDITIONS TO AGENDA

Director Don Papesh asks to add Fred Witchell’s proposal for campground improvements under Unfinished Business.

 

AGENDA APPROVAL

1st Vice President Marvin Frayer moves to approve the agenda, second by Director Sharon Bridges. All in favor, motion carried.

 

APPROVAL OF MINUTES

1st Vice President Marvin Frayer moved to approve the minutes from the April 2007 Board Meeting. Second by Director Brian Kozlowski. All in favor, motion carried.

 

TREASURER'S REPORT

For the month of April 2007 Treasurer Priscilla Moore reported income of $41,568.91 and expenses of $26,269.81. Cash on Hand at March 31, 2007 was $250,538.92. Motion made Director Don Papesh to accept the Treasurers report. Second by Director Brian Kozlowski. All in favor, motion carried.

 

PRESIDENT’S REPORT

President Al Isaac reported:

 

It is great to see all our campers back on their lots – welcome home! It is very nice to see all the activity and people we haven’t seen for awhile.

 

CORRESPONDENCE

Director Brian Kozlowski reports he received a letter from Mike Turner regarding the proposed safety regulations. This will be addressed under New Business.

 

MANAGER'S REPORT AND APPROVAL OF PAYABLES

Manager Gail White reported:

 

Welcome back campers! The electrician is completing the upgrade at the campground and work should be completed this next week. Special thanks to Todd Graham for all the excellent work being done on the White Birch Web Site. Recent updates include a virtual map that members really need to check out. Bob Pelfery has accepted the Head of Security position. The new gate is all set other than the battery backup and surge protector and with our history of electrical problems its best to wait until they arrive before we begin using the entrance gate.

 

Director Brian Kozlowski moves to pay the list of payables. Second by Director Sharon Bridges. All in favor, motion carried.

 

SECURITY REPORT

Report by Bob Pelfery. Looking forward to working with our new security team. Asks members to please be a little more cautious with the extra traffic in White Birch now that the campers have returned home.

 

COMMITTEE REPORTS

 

Activities Committee – Report by Joe Romine. Mother’s Day breakfast is tomorrow from 8am to 11pm. Garage sales are two weeks from today. Please sign up right away so we can get you on the map that will be handed out. Father’s Day breakfast on June 17th and he is working with the Red Hat ladies to take care of the breakfast arrangements.

 

By-Laws Committee – No report given.

 

Campground Committee – Report by Fred Witchell. Proposal has been turned in to the Board for lots of improvement ideas to the campground and playground areas. There have been several campers already in the campground due to good weather. Letters have been sent to camper storage area users to get them up to date.

 

Communications Committee – Report by Jan Isaac. The April Birch Bark was in the hands of the Directors Apr. 26 and mailed Apr. 27.  A thank-you to Joe and Georgia Romine, Marv Frayer, and Gail White, for folding, taping, labeling, and stamping the Birch Bark.  We published an 8-page newsletter. We mailed less Birch Barks due to more people signing up to not get delivery. There were 6 ads; costs of the April Birch Bark were approximately $420.00. There are extra copies of the April newsletter in the rack by the pool attendants' office. Special note:  the Mountain Country/Rock ad on page 1 was "quid pro quo".  We feature their ad for four months and we get space in their booklet sold at their two events this summer. If you have any announcements or ads for the Birch Bark, please get them to me by Wednesday, May 16.

 

Web Site Report by Todd Graham. Orphaned email accounts have been completed. Posted the proposed changes to the By-laws for members to review. Added link on maps page to Microsoft Virtual Earth which shows an accurate road map of White Birch and offers the option to view a satellite image as well.

Conservation Committee – No report given.

Election Committee – No report given.

 

Entrance Committee – Report by Gail White. Linda Hernden has plans and is having a meeting on Tuesday night. Linda had contacted Elm Creek about advice which was too expensive so she is looking for volunteers to help design the entrance landscape.

 

Environmental Protection Committee – Report by Chick Witchell. It has been very busy. Two driveways, two campsites, three tree removals and three home improvements. Letters sent regarding maintenance of lots and junk vehicles. Some problems with campers placing units on lots before the rules allow. Had one report of a kennel being built which was not accurate. Reminds campers to please place units 100 feet back and only one unit per lot.

Future Planning Committee – Report by Joe Romine. The committee is moving towards focusing on working on our lakes. Meeting today right after the Board meeting. Please stop in and share ideas and concerns.

Seedling and Sapling Committees – No report given.

 

Hospitality – Report by Pat Graham. Three volunteers have come forward to make bake goods when needed. There has been lots of interest in this committee but so far no member has shared any new member information or members with sickness, etc. for the committee to act upon.  

 

COMMENTS FROM THE FLOOR

 

Bobbie Peraino Lot 1340 - Two weeks ago we were asked to come up here and move our trailer. We asked that since we were here could we just put it on the lot with a 14 day permit. We were not allowed to do that. I understand there were many other campers in the last 2 weeks that were able to put their campers on their lots early. Manager Gail White responded: The ones who were on their lots and were not to be there will get letters and be fined.

Judy Gute Lot 82 - I was just wondering if the porta-johns were going to be put in at the lakes this year. President Al Isaac responded: That hasn't been discussed yet.

John Pryde Lots 267, 268 and 269 - The last four years these roads have went down hill something terrible in my opinion. I try to take care of the easement as a lot of people do in front of their homes. But the way these trenches are being cut with the plow in the winter time, undercutting it, some areas there’s a four lane highway for no reason at all. Gravel thrown up on the side it just makes it a lot harder to maintain. I put a
lot of money in to my place trying to keep it up, but it's kind of ridiculous with the looks of this place right now with the way the roads are.

Pat Graham Lot 1312 - I hate to be a pain in the neck, but there's boats out there floating in Holiday Lake literally. There was one man, I don't know his name but he and I waded out in the lake Sunday night and pulled one boat up out of the lake. But there's several floating around out in the water right there at the landing and they're under water.

Barb Adair Lot 61 - There are abandoned boats?  We have a yard sale coming up I think we should take them and sell them in our yard sale.

Mary Cox Lot 1095 - It pertains to our changes to our By-Laws. The changes that you are making to our By-Laws I know there have been many letters sent in. I sent one to Al. I don't know why you guys don't read the State Laws because no matter what we do we have to follow the State Laws. And there are State Laws that govern what we can do in our By-Laws. Non Profit Corp Act 162 1982 405.1285 Filling of vacancies. You are allowed to fill a vacancy but they must be elected at the next election of officers. Another one in here you are using our By-Laws to amend our Declaration of Covenants and Restrictions.
I don't think you can do that, that is a stand alone document that you have to be able to walk into City hall
and pull the libber page the entire document should be there and it should be amended by it's self. Al said you’re going to make it easier for us to help run things; it says 25% to ask and 75% to change anything?
You couldn't get 75% of the entire membership to vote.

Pat Graham Lot 1312 - In regards to the By-Laws there were a lot of things in the By-Laws that were difficult to understand.  I would like the people to at least appreciate the fact that the By-Laws committee worked very diligently to make the By-Laws adaptable to all of us. We give them to read and make your decision versus making comments prior to not being able to understand what we tried to do.

 

UNFINISHED BUSINESS

 

Safety Rules – Director Brian Kozlowski reads the correspondence received from Mike Turner. Mr. Turner feels the rules are too restrictive against the youth in White Birch. Director Brian Kozlowski moves to table this issue until all Board members have completely read the proposed regulations and have had a chance to make recommendations. Second by Director Bob Adair. All in favor, motion carried. President Al Isaac directs Todd Graham to post the proposed regulations to the Web Site. President Al Isaac also directs Manager Gail White to post them in the Clubhouse for members to review.

 

Campground / Playground Area Improvement Proposal – President Al Isaac explains that Fred Witchell has given the Board a plan showing several possible improvements to the areas with a total cost of $3,300.00. Director Bob Adair moves to adopt the safety fence around the tot lot area first at a cost not to exceed $400.00. Second by Director Sharon Bridges. All in favor, motion carried. Director Sharon Bridges asks Manager Gail White to do research into cost of cushioning some areas with cedar chips, rubber, etc.

 

Director Sharon Bridges moves to purchase slide with cost not to exceed $740.00 with funds coming from the playground equipment account. Second by 1st Vice President Marvin Frayer. All in favor, motion carried.

 

1st Vice President Marvin Frayer moves to purchase cement and fence for the dumpster area with cost not to exceed $500.00 and funds coming from the campground repairs and maintenance account and work to be completed before the Annual Meeting in July. Second by Director Brian Kozlowski. All in favor, motion carried.

 

President Al Isaac calls for a five-minute recess at this point.

 

Notice of By-Laws Change Recommendations – Motion by Director Brian Kozlowski to approve bylaws as recommended by the bylaws committee to appear on the ballot at the Annual Meeting for members to approve. Second by 1st Vice President Marvin Frayer. Director Brian Kozlowski asks for a roll call vote:

Director Brian Kozlowski – yes

Director Sharon Bridges – yes

1st Vice President Marvin Frayer – yes

Director Don Papesh – yes

Director Bob Adair – yes

A 2/3 majority is required for this motion, motion passes.

 

Director Brian Kozlowski moves to publish a list of bylaws changes in the Birch Bark for members to review. Second by Director Bob Adair. All in favor, motion carried.

 

NEW BUSINESS

 

Timber Lake Level – Manager Gail White explains this was placed on the agenda due to a members concern over the level in Timber Lake and its affect on the water level in his pond. Director Brian Kozlowski moves to return the baffle controlling the water level in Timber Lake to the original level set. Second by Director Don Papesh. All in favor, motion carried.

 

Set Time for Appeal Hearing – Member Matt Lucas has petitioned the Board to appeal the EPC Committees decision on contiguous lot status. After discussion President Al Isaac sets the hearing for May 19th at 10:00am.

 

Consideration of Extension of Contract with Reiss Realty – 1st Vice President Marvin Frayer moves to extend the contract with Reiss Realty for 24 months. Second by Director Sharon Bridges. Director Brian Kozlowski states he is more comfortable with a 12 month extension. 1st Vice President Marvin Frayer revises is motion to 12 months. Second by Director Sharon Bridges. All in favor, motion carried. President Al Isaac directs Todd Graham to post all properties owned by White Birch on the Web Site.

 

Closed Session for Legal Issue – Motion by 1st Vice President Marvin Frayer to move into closed session. Second by Director Brian Kozlowski. All in favor, motion carried.

 

President Al Isaac moves Board back into open session.

 

Bryant Settlement – Director Brian Kozlowski moves to accept the award on the Bryant case as written. Second by Director Sharon Bridges. All in favor, motion carried.

 

Director Brian Kozlowski moves to adjourn. Second by 1st Vice President Marvin Frayer. All in favor, motion carried. Meeting adjourned at 11:56am.

 

Respectfully Submitted

 

Todd J. Graham

Secretary