BOARD MEETING MINUTES
Unapproved Board Meeting Minutes of
CALL TO ORDER
The meeting
was called to order by President Marv Richardson. Present were 1st Vice
President Brian Kozlowski, 2nd vice President Scott Hayer, Directors, Marv Frayer, Al
Issac, Marty Perkins and Manager Gail White and
Secretary-Treasurer Priscilla Moore. The meeting opened with a salute to the
flag and a prayer by Bryan Koslowski.
APPROVAL OF THE MINUTES
Marv Frayer
moved to approve the June minutes as written. Seconded by
Brian Kozlowski. Motion carried unanimously.
TREASURERS REPORT
The treasurer reported that
income for the month of July was $32,594.60, expenses
were $46,459.46 and the ending cash
balance at
Issac. Motion carried unanimously.
PRESIDENTS REPORT
President stated he was
pleased with the annual meeting as it was less controversial than in past
years.
CORRESPONDENCE
Bob Adair has submitted a
letter of resignation as a member of the Board.
The Board has a mission
statement submitted by Futures Committee. The Committee is looking for approval
of the statement.
There is a letter from James
and Karen Ballew, owners of Lots 795 and 796 requesting contiguous lot status.
This request is referred to the EP Committee. We have 2 requests for modifications and appeals, one is for a poll
structure or another additional building and another is for a fence. These will be considered at a work session after the Board members
have had on-site inspections.
MANAGER’S REPORT
The Manager read a thank you
note from Anne Hobart in appreciation for her Award Certificate and flowers
given her in recognition for her work on the bylaws.
We have a new flag pole and new flags. You need to pass through the office
to look at our new counter top which is absolutely
gorgeous. It was built by Marty Perkins in his garage
and when installed it fit perfectly. All bank accounts are now in interest
bearing accounts. First Bank is training us for a Money Management Program.
This is a trial program which enables us to access our
accounts on line. We have 2 months to decide if we want to purchase the
program. ACCOUNTS PAYABLE - - Marv Frayer made a
motion to pay the bills. Seconded by Scott I-layer.
Motion carried unanimously.
COMMITTEE REPORTS
ENVIRONMENTAL PROTECTION
COMMITTEE - Chairperson Chick Witchell reported
approval for 2 decks to be enclosed. I campsite, 2
tree removals, I driveway, 1 kennel and 1 garage.
Residences have been pre-approved at lots 20 and 918.
Presently we have 288 residences with 3 more pending
this fall. The Committee is working on updating their policy manual.
FUTURES COMMITTEE - Matt
Lucas reported for Chairperson Tom Crook Members of the Committee at present
are C. Costantino, T. Crook, K. House, D. Kuester, Patti Leis, Matt Lucas, Joe Romine and Fred
Stephenson. Board Liaison has not yet been named. We
would like approval of or recommendations for our mission statement. We request
a listing in the Birch Bark for additional Committee members. We would like
input from summer people and campers. Next meeting has not been determined yet
as our schedule has been somewhat flexible. Generally
the meetings have been held on the 3rd Thursday of each month.
ACTIVITIES - In the absence
of Chairperson Shirley Brandt, the Manager reported that the last activity was
the annual meeting.
CAMPGROUND - Fred Witchell reminded all that storage spaces are being assigned and if you want reserved space reservations
should be made immediately. In the campground we have
82 winter storage sites of which 47 are already reserved, in the winter storage
area we have 113 sites available and 51 have already been reserved. This week
we removed 5 old abandoned campers and next week we
will be removing additional trailers if storage fees have not been paid. These
campers will be impounded, the police will notif5 the
owners and if there is no response the campers will be disposed of.
SECURITY - Fred Witchell reported that Security had a good month. We had a
report of a homeless male in the area. Still have a problem with some ATV
drivers disregarding the speed limit and approved routes. Reports of a speeding
jeep - violator was identified and lot owner was notified as to penalties.
Reports of 2 dogs running loose and property owners
were notified. We had no beak-ins compared to 20 last year at this time.
Another lot owner has a website and he would like to chat with primarily the
campers. He would like to get input from them and act as liaison between them
and the Board. Should you be interested in the website contact Fred Witchell for more information. We
will be having additional security for the next holiday weekend.
NOMINATING COMMITTEE - Brian
Kozlowski reported that he was very happy with Bill Czarnowski’s
work with the ballot counting and that we should be thinking about having him
again.
SAPLINGS - Joe Romine stated
that the Saplings took first place in the July 4th
parade. We are looking for new members and after this meeting
we will be making bird feeders.
The President announced that
he meet with several of the chairpersons last Thursday and there was a very
awesome dialog between the chairpersons talking about what each committee is
doing. One of the things talked about was getting the kids involved in things
like photography. The possibility of getting some disposable
cameras and taking the kids out for pictures and posting the pictures. A lot of neat ideas coming out of the discussion.
ENTRANCE COMMITTEE - Phyllis
Willoughby stated the Committee has plans which she
would like to show. The plan will be done in
increments throughout future years. Our first priority is getting the school
bus stop moved. There have to be building permits and Miss Dig, parking spaces,
a structure for the children to wait for the bus, We need to relocate the paper
boxes and signs at the entrance so that nothing will obstruct the flow of
traffic. There will be a pull around where the guest member box is so that doesn’t obstruct traffic, new gate posts and removal of the
flower boxes around the guardhouse. We hope to make the structure so it will
complement our natural look. We will need to contact the school to see if the
drivers can pull around the area rather than backing up creating traffic
congestion. We will go over the plans with anyone interested. We would
appreciate your thought and suggestions.
UNFINISHED BUSINESS
Bus Stop - The Board has
reviewed the Committee’s recommendation. Al Issac
stated that in view of the recent comments he would suggest that the Board not
make a decision should there be other viable options. Marty Perkins suggested
that it would be advisable to wait until the Manager meets with the school to
determine exactly where the buses will run before a decision is made. Al Issac volunteered to contact the school to set up a
meeting. Bryan Kozlowski made a motion to table the Bus Stop issue and refer it
back to the Committee for further study. Seconded by Marty
Perkins. Motion withdrawn. Scott Hayer moved to set a special meeting to
specifically review updates on the bus stop. Seconded
by Al Issac. Motion carried unanimously.
It has been
suggested that school personnel attend this meeting and that the meeting
date, time and location be posted. Letter of Intent to Purchase Radio Equipment
- Bryan Koslowski made a motion that we send a letter of intent to purchase the
communication systems at a purchase price not to exceed $10,000 giving the
Executive Committee the authority to negotiate. Motion amended to read to enter
into an intent to purchase a communications system not
to exceed the estimates and to refer this to the Executive Committee for
further action. Motion carried unanimously.
Propane - Marty Perkins made
a motion to accept the Stanley Fuel propane bid. Seconded by
Brian Koslowski. A pre-buy plan from Ferrell Gas was given at $1.1 69.
This was quoted for a long term contract but that
price does not cover the period of the contract. The pre-buy plan from
NEW BUSINESS
Vacated Director’s Position -
We will post and notify the membership that we have a vacancy and we are
accepting letters of interest. This will be posted in
the newsletter. Letters must be received by
With the resignation of
Director Bob Adair the position of Nominating Chairman
is now open. Marty Perkins volunteered to take the Chairmanship.
Future
Planning Committee
The President stated that
mission statements are statements of what the Committee is about, where the
Committee is going and what they are attempting to do. In my experience of
doing mission statements and goal setting for organizations, it really needs to
come from the top down, If we are expecting committees to do it, committee
statements and goals need to reflect how they are going to help the
organization or board mission statement come to life. Everything has to point
to the goals and the mission of the organization. The Board should consider
taking some time to develop a mission statement which
would help the committees develop their mission statements.
The President stated that he
had asked different Board Members to serve as liaison for the various
Committees. Al Issac has been
appointed as Liaison to the Futures Committee and Marty Perkins has
volunteered to do the Nominating Committee. Marv Frayer
has volunteered as liaison for the Campground and Security Committees.
Campground Electricity - The
Manager received an estimate from a qualified electrician to do the campground
wiring for $1,250. That entails running conduit wire from the bath facility
under the parking area ands drive to the pavilion,
installing a sub-panel, wiring lighting and outlets using weather tight
components. The only thing not included is the trenching machine rental. Marv Frayer made a motion that we accept this bid, Seconded by Marty
Perkins. Scott Flayer requested that the Manager request a breakdown of labor
and materials. After much discussion the motion passed
unanimously.
Extension of Contract with
Reiss Realty - Marty Perkins made a motion to continue the agreement with Reiss
Realty. Seconded by Scott Hayer.
Motion passed 3-2.
New Policy and Procedure -
The President’s recommendation is that no Committee can develop policies
without the Board
Approval before it becomes
part of the rules. Just a reminder that the Committees need
to bring new policies to the Board.
It is incumbent upon the
Board that the Committees are given direction.
Marty Perkins made a motion
to establish a special meeting Tuesday, August 17. 2004 at
Appointment of Committee
Chairs - Activities Chairman, Shirley Brandt; Entrance Committee, Phyllis
Willoughby and
Greg Hernden;
Campground, Gary Cheadle; EPC, Chick Witchell; Futures, Tom Crook; Security, Fred Witchell; Saplings
-Seedlings, Tina Flayer. Marv
Frayer made a motion to accept the above listed
persons as Chairpersons for the
Committees. Seconded by Brian Kozlowski.
Motion passed 4-1.
Scott Hayer
gave a slide presentation of selected areas where attempts have
been made to discourage ATV trails. The procedure was to have filled
areas with stumps. Some of the barricades were determined to be very unsightly.
Therefore, discussion followed as to how best to correct the problem. Brian
Koslowski made a motion to direct Tommie Bauer to decease with the dumping
until further notice. Seconded by Marv Frayer.
Motion carried unanimously.
ADJOURNMENT
Al Issac
made a motion to adjourn. Seconded by Brian Kozlowski.
Motion carried unanimously. Meeting adjourned at
Respectfully Submitted
Priscilla Moore
Secretary-Treasurer