Proposed Board
Meeting Minutes
Unapproved –
September 2009
I. Call to Order: Meeting was called
to order by President Bryant at
A. Invocation led by Director McNeil.
B. Pledge of Allegiance led by President Bryant.
At this time President Bryant
announces the results of the vote for the vacant board position
and announces that Robert Briggs will hold the seat.
Director Briggs is asked to join the board.
II. Additions to Agenda:
A. Director Perkins adds Committee Appointments. (new business)
B. Director Nalepa adds
Campground Restrooms and Lots for
C. Director Dombrowski adds,
Letter from Member. (new business)
IV. Treasurer’s Report: The Treasurer reports income
for August at $27,987.13, expenses at $47,485.54. Total cash on hand
$204,318.18, of which $44,060.07 are restricted funds. She also mentions that
from now on bad debt expense on non‐collectable
assessments will be foot noted in the monthly statement. Director Perkins moves
to accept the Treasurer’s report, 2nd by Director McNeil, motion carried.
V. President’s Report: President Bryant comments on
the budget review meeting. He is happy to announce that we are doing well, we
are up in collections of assessments and way down in expenses. We are in good shape.
Considering the economy is in the shape it is in, we are doing very well.
Please continue to pay your assessments. Thanks the volunteers and the response
from membership we have received has been very good and I thank you all for
that.
VI. Supervisor’s Report: Dawn reminds us of the garage
sale,
ramp, tree removal, driveway. Campground report by Fred Witchell, announces meeting following the regular board
meeting. Bobby Pelfrey reports for security, ATV
pamphlets handed out, an accident, lost adult, teens driving carelessly, sheriff
called. Activities committee report by Dawn Holzer, picnic was a success,
garage sale, and raffle. Financial report by Director Nalepa,
meeting will commence after committee is appointed. Communications report by
Mary Perkins, she will not be doing the Birch Bark. It will
be done by Mary Griswold.
VIII. Comments from the floor:
Available at the Clubhouse office.
IX. Old Business:
A. Director Perkins moves to table the election
recommendations from Carol Majewski until the
election committee conveys, second by Director Nalepa, motion carried.
B. Director Dombrowski moves
to table the fence around the storage area; he would like to do more
research, 2nd by Director Nalepa,
all in favor, tabled.
C. Results of the closed session at
last meeting. Motion by Director
Perkins that assessments, past or
present are not to be forgiven by any board member or
office personnel, 2nd by Director Nalepa, all
in favor, carried.
D. Director Perkins moves to table the
E. Director Perkins moves to approve the fall/winter
pool hours with amendments, support by Director Nalepa.
All ayes, except a nay by Director Dombrowski, motion
carried.
F. Director McNeil moves that the new pools hours
become effective October 1, 2009, support by Director Perkins, all ayes, an
abstain by Director Dombrowski.
X. New Business:
A. Director Perkins moves to spend a portion of the
spa fund moneys on a table top
shuffleboard not to exceed $600.00 amended to include buying new
pool table equipment, not to
exceed the funds in the spa fund, motion carried, all ayes
with exception of Director McNeil voting
nay.
B. Director Nalepa moves
that the board not review individual requests for the payment
plan, but to follow the plan as proposed. Amended that the Board of
Directors be made aware of, for their review, any new
plan agreements received, support by Director Perkins, all in favor, carried.
C. Open board seat status, Robert Briggs holds the
seat until the next annual meeting.
D. Camper storage policy. Director Nalepa
moves that in recognition of the financial climate in Michigan and not to
impose additional financial difficulty on our member with costs associated with
moving their campers off White Birch property, members be allowed to utilize campground/storage
if the storage fee for this year is prepaid, and they are a member in good standing
or they have a signed payment plan in place for assessment in arrears per the
policy in the August 2009 meeting. Support by Director Perkins, all in
favor, carried.
E. Director Nalela moves to
allow utility trailers to be stored if space is available, support by Director Dombrowski. Motion rescinded, current policy is now in
place.
F. Director Nalepa moves to
request the U of M students to evaluate our lakes at a cost of no more then
$250.00, for the cost of food and gas for the students project, campground fees
also will be waived, if we are chosen for this lake project, amended to include
receiving all receipts, seconded by Director Perkins, motion carried.
G. Director Dombrowski moves
to have the accounts receivable update read, 2nd by
Director Perkins. Director Nalepa reads the update. 218 lots in arrears, 82 are currently in collections, 49 of
the 218 do not match the tax roll. 96 have liens on
them and/or they are also in collections. We sent out 131 letters giving those members
90 days, indicating they either enter a payment plan
or a lien will be place on the property. We have 6
plan agreement plans in place. Director Perkins moves that this type of information
in the future be given to the finance committee,
second by Director Nalepa, carried.
H. Lien Investigation Clare, removed
by Director Nalepa, until financial committee has convened.
I. Quit Claim Deeds. Director Perkins moves that we
have White Birch Realty do our quit claim deeds at a
cost of $25 per deed, no support, motion falls to the floor. Director Nalepa moves to have quit claims handled by the finance
committee, second by Director Perkins, all in favor, carried.
J. Director Nalepa moves to
pick either website or clubhouse policy on rental of the clubhouse to reflect
our policy, withdrawn.
K. Legal Matters, no motion.
L. Director Nalepa
moves that we accept the credit card procedure with an amendment to signature
lines on the second page, support by Director McNeil, amends again to have
President Bryant sign document and receipts so as not to need extra signatures,
amends again to include President Bryant , 1st Vice President , and Treasurer
as signatories on card, as per our by‐laws with
Director Perkins to be
alerted of purchases, rephrased to read that we accept the
credit card procedure as outlined on this
document with the following mortifications, that we change the
three authorized signers to be the
President, Vice President, and Treasurer, 2nd by
Director Perkins, all in favor, motion carried.
M. Director Perkins moves to remove Priscilla Moore
from our accounts, second by Director Nalepa, all in
favor, motion carried.
N. Director Perkins moves to remove the pay phone at the
entrance, second by Director Dombrowski, All in
favor, with exception of Director Dombrowski voting
nay.
O. Campground Restroom topic, dropped.
P. Director Nalepa moves
that we include lot for sale information on the website and in the Birch Bark,
amends after the 1st, 2nd, third rights of refusal are given and that the membership
be given this information so they have the opportunity to purchase,
falls to the floor.
Q. Committee Appointments:
A. President Bryant accepts all appointments on the
sheets with exception of the financial committee.
B. Director Nalepa motions
to table the financial committee, support by Director Perkins, all in favor,
carried.
C. Communications Committee: Mary Griswold, Chair and
Marsha Thomas
D. Activities Committee: Debby Gerrish, Chair, Kathy Lutz, Dawn Holzer, Diane Calandro, Helen Thompson.
E.
F. Campground Committee: Fred Witchell, Chair.
Patrick Napela, Dawn Holzer,
Christina Van Pelt, Kevin Dombrowski, liaison.
G. By‐laws Committee remains
the same until posted, with Ken Passage as chair.
H. Director Perkins moves to confirm appointments,
second by Director Nalepa, all in favor, motion
carried.
I. Director McNeil moves to have the letter of
violations forwarded to the
Director Napela. All in favor. Carried
I. Comments from the floor available
at the clubhouse.
II. Director Perkins moves to adjourn, seconded by
Director McNeil, all in favor. Meeting adjourned at
Submitted by, Elaine Carrasco
Secretary/ Treasurer