Unapproved Board Meeting Minutes of

Oct 11, 2003



President Todd Graham called the regular monthly meeting to order at 9:00 AM. Present were 1st Vice President Marv Richardson, 2nd Vice President Scott Hayer, Directors Bob Adair, Chuck Bailey, Larry Franklin and Brian Kozlowski, Secretary-Treasurer Priscilla Moore and Manager Gail White. The meeting opened with a salute to the flag and a prayer.



Marv Richardson moved to approve the September minutes as written. Seconded by Bryan Kozlowski. Motion carried unanimously.



For the month of September 2003 the Treasurer reported income of $47,095.28 and expenses of $32,131.19. Cash on Hand at September 30, 2003 was $212,737.68. Marvin Richardson moved to accept the Treasurerís Report. Seconded by Larry Franklin. Motion carried unanimously.



President Graham-re-stated the September request that members take time to share their feelings on the best ways to handle the ORV/ATV issues and complaints. We would like to see ideas presented in order to resolve the problems in this community. A simple ďyes we support the use of ATV/ORV or ďno we do not support the use of ATVís/ORVísĒ is not adequate. We need solutions to the problem in order to place this issue on the agenda in January 2004. Please take time to mail or email your ideas as to how to resolve the ATV/ORV issues while respecting the recreation rights of the members. White Birch Lakes Study - Professor McNault, head of the Michigan Water Resources Division at Central Michigan University, is developing a proposal to do a study of White Birch Lakes which would include water quality, water level issues, weed control and fish population. The proposal may be available at the next board meeting.



Manager White reported that we are finally moved into the new office. There remain a few things to do. We are so thankful and appreciative for so many volunteers who made this project possible. The project was headed up by Fred Witchell who did a fantastic job, A partial list of those volunteers is Al Willoughby who did the electrical, Gary Cheadle and all his tools, Tom Dorcey, Bill Dorcey, Ron Nethaway, Wm Whale, Joe Romine, Chick Witchell and Jim Shaw. Georgia Romine provided lunches.

The gate is finally fixed and extra parts have been ordered. The cost estimate has been submitted to the insurance company and to the responsible party and a claim is being filed.

Tommie Bauer has agreed to put stumps in openings around the perimeter to try to control unauthorized entrance of vehicles from the outside.

The grader has expired. At this point, it is a waste to put any more money or time into the unit. We would like to allocate monies in the next yearís budget to purchase a new used grader. So far we have looked for graders at used equipment sales, auctions etc and have not found any suitable upgrade. For this fall we will be renting a grader to do the roads. Brian Kozlowski offered to get information on construction companies who sell used graders at the completion of jobs.

Signs at the campground are telling people not to drink the water since the Health Dept found a small amount of bacteria. The well man will be coming out to chlorinate the water and flush the system, probably this coming week. White Birch Lake and Timber Lake have been stocked with fish - blue gills and walleyes.


ACCOUNTS PAYABLE - Payables were reviewed. Mary Richardson moved to pay the bills. Seconded by Bob Adair. Motion carried unanimously.



Roberts Rules of Order provide that minutes of a meeting include only the following information:

the members of the board present, the secretary and treasurerís reports, all main motions made, their wording and disposition, notices of motions, points of order and appeals and the hour of adjournment.

Therefore personal comments and complaints are not included as a part of this report.




Scott Hayer read a letter from Ron Tagg, lot 246, suggesting that the Board sit down with Security Chairman Fred Witchell and discuss the problems with ORV/ATVís and to give him the power to fine the offenders which may be a step in the right idea. The manager stated that she had received good suggestions in response to the requests for solutions to the ORV/ATV problems



ENVIRONMENTAL PROTECTION COMMITTEE - Chick Witchell reported there were lot improvement approvals for: 1 tree removal, 1 contiguous lot status, 2 garages, 2 residences and I addition. She would like to remind the campers that all campers must be off their lots by October 31 and the only things that can be left are wood piles and picnic tables. FUTURE PLANNING COMMISSION - The will be a meeting of the committee on Wednesday, October 29 at 7:00 PM at the clubhouse.

ACTIVITIES COMMITTEE - The Kewadin trip has been cancelled. Darlene Schunck is chairing the dinner at the Embers scheduled for Thursday, November 20, at 6:30. A sign-up sheet will be posted at the clubhouse and it will be printed in the Birch Bark. The Halloween party is Saturday, October 25, at the clubhouse at 6:00 PM.

CAMPGROUND - Fred Witchell announced that the campground is pretty well ready for the winter. There are a few new changes. There are now stakes and lines indicating exactly where to park your campers. There is a map showing your space by number. Be sure to have your sticker on your camper.

SECURITY - We have had people at the gate while the gate was broken. The gate is now fixed. As people were stopped coming in and going out, ironically several did not know their lot number, only the address. He reported that investigation of recent break-ins continues. Law enforcement personnel have been more visible and patrol has been increased. Again he offers to answer calls anytime day or night and if you see anything that looks suspect please call. He will immediately contact law enforcement.

SAPLINGS AND SEEDLINGS - Joe Romine reported that he had 10 children sign up last Saturday. Their planned Halloween party is now integrated into the regular party on Saturday the 25th of October. For those unfamiliar with the program, it is intended to gather the children for fun times and maybe contribute a little time to doing necessary chores for the association or those who are needy. We have some winter Olympics planned and pool party contests against the clock.



Brian Kozlowski made a motion that the President of the Board re-establish the by-laws committee as soon as possible. Seconded by Chuck Bailey. Motion carried unanimously.



Bob Adair made a motion to close the campground from January ito April 1. Seconded by Brian Kozlowski. The President explained that it was too expensive to keep the campground open during the winter months. The motion was carried unanimously.


President Graham asked that the board consider making a donation to the family of Sheriff Kevin Sherwood who was fatally injured in the line of duty. Sheriff Sherwood had patrolled the White Birch area. Bob Adair moved to donate $250.00 to the family. Seconded by Brian Kozlowski. Motion carried unanimously.


Steve Bryant announced that Ken Shrier, Lot 498, suffered a heart attack on Friday, October 10.



Mary Richardson made a motion to adjourn. Seconded by Bob Adair. Motion carried unanimously. Meeting adjourned at 11:00AM.


Respectfully submitted,

Priscilla Moore