BOARD MEETING MINUTES
November 11, 2006
CALL TO ORDER
President Al Isaac called the meeting to order at 9:06am. Board members present were President Al Isaac, 1st Vice President Marvin Frayer, 2nd Vice President Greg Hernden, Director Don Papesh, Director Sharon Bridges and Director Brian Kozlowski. Also present were Manager Gail White, Treasurer Priscilla Moore and Secretary Todd Graham. President Al Isaac opened the meeting with The Pledge of Allegiance. Director Brian Kozlowski followed with prayer.
Director Brian Kozlowski moved to place the appointment of a new director to fill the seat recently vacated by Ken Passage to immediately follow the approval of the agenda. Seconded by Director Don Papesh. All in favor, motion carried. 2nd Vice President Greg Hernden moved to place setting length of term for appointed directors under New Business. Seconded by Director Sharon Bridges. All in favor, motion carried. Manager Gail White stated she had received the final draft of the audit. Director Brian Kozlowski moved to place the final draft of the audit under Unfinished Business. Seconded by 1st Vice President Marvin Frayer. All in favor, motion carried. Motion by Director Don Papesh to approve the meeting agenda. Seconded by Director Brian Kozlowski. All in favor, motion carried.
Director Sharon Bridges moved to appoint Bob Adair to fill the vacant seat. Seconded by Director Don Papesh. Director Don Papesh stated that Bob was the only member to submit a letter of interest and with his previous experience he will be an asset to our current Board. All in favor, motion carried. Newly appointed Director Bob Adair takes his seat.
1st Vice President Marvin Frayer moved to approve the minutes from the September, 2006 meeting. Seconded by 2nd Vice President Greg Hernden. All in favor, motion carried.
For the month of October 2006 Treasurer Priscilla Moore reported income of $15,467.43 and expenses of $37922.45. Cash on Hand at October 31, 2006 was $158,439.63. Motion made by 2nd Vice President Greg Hernden to accept the Treasurers report. Seconded by Director Brian Kozlowski. All in favor, motion carried.
President Al Isaac reported:
Member Frank Zakalowski passed away Thursday November 9. Services will be held downstate but on Tuesday November 14 at 4:30pm there will be a service at Campbell Stocking Funeral Home in Farwell with a dinner following at the White Birch Clubhouse.
Responses to Comments from the Floor at the September meeting:
No hunting signs have been posted
Meeting notices will be posted at the front gate
Other concerns will be addressed during the Managers Report
MANAGER'S REPORT AND APPROVAL OF PAYABLES
Manager Gail White reported:
Two more applications to fill the security positions were received. Sharon Keeler and Greg Elliot will be joining security.
Final draft of the audit has been received and given to the Board for review.
Lakes have been stocked with Walleye and Phathead Minnows.
List of all members not in good standing have been given to the collection agency with the exception of those already given to our lawyer. If those turned over to our lawyer do not pay after being contacted, they will also be turned over to the collection agency.
Concerns for more privacy in the men’s dressing room at the Clubhouse have been shared with our Head of Maintenance Doug Lake and additional privacy projects will be completed this winter.
Lincoln Township requires that emergency first responders go to Lake George first then back to White Birch when a 911 call comes in. There is a Lincoln Township Board meeting Monday night and WBL members should attend and ask that members of WBL that are first responders be allowed to help in WBL without having to go all the way to Lake George first. Meeting is at 7:00pm at the Lincoln Township Hall in Lake George.
Motion to pay payables by 2nd Vice President Greg Hernden. Seconded by Director Don Papesh. All in favor, motion carried.
Activities Committee – Report by Joe Romine. Halloween Party went very well, especially the haunted house. Future Halloween parties will be held on Saturday instead of Sunday. Christmas party planning is underway and Santa is already on the schedule.
By-Laws Committee – Report by Jerry White. Some recommendations have been sent toe the Board and the Committee is awaiting their response.
Campground Committee – Report by Fred Witchell. Three storage spaces remain for campers. Power hookup during the winter months is $5.00 per day. Power and water will be turned off at the end of December until spring. If you have a storage spot this year, a card will be included with your bill for you to fill out, place a stamp on and return for a spot next year. Port-a-potty will be placed when the bathrooms are closed for the season.
Communications Committee – Report by Jan Isaac. Campground site maps and camper storage area maps are now online. An “Employment Opportunities” page has been added to allow quick and easy postings of any job opening in White Birch. The two open security position were posted on this page. The insert classifieds option has been updated to allow members to post pictures with their classified ads. In the past these ads would automatically delete after 14 days, now members can select how long they would like their ad posted. A “Do Not Mail Birch Bark” sign up page has been added. We have hundreds of members using the Internet. Members who are comfortable receiving The Birch Bark through the Web Site or via email can now volunteer to not have The Birch Bark mailed to them. Volunteering to receive The Birch Bark electronically could substantially reduce the cost of producing and mailing The Birch Bark each month. The Birch Bark is uploaded to the Web Site before being mailed so members choosing to receive The Birch Bark electronically will have it days sooner than waiting for the U.S. Mail to deliver it. A “Halloween Party 2006” page has been added. Do date I’ve received just a few pictures from members who attended the party. Any members having additional photos please email them to email@example.com. A page explaining how our new Emergency Entrance / Exit works will be added. I am gathering information to present to the Communications Committee regarding making our Club House a wireless “hot spot” or Wi-fi Hub for our members. The committee should be able to present a proposal at the December Board meeting.
Conservation Committee – Report by Tom Dorcey. Working on forming the committee, have two members signed up at this point. Tom declines the position of Chair but will work with the committee. Blue birdhouses are available. We have 60 of them. We also have 6 wood duck houses, which we need help putting up. These need to be placed by our lakes. Member Brian Kozlowski Jr. offers to help place the wood duck houses. President Al Isaac thanks Mike Turner and Tom Dorcey for providing funds for the materials to build these houses. Houses were made by the local 4-H.
Election Committee – Report by Todd Graham. Next meeting is Tuesday November 14 at 7:30pm at the Clubhouse. President Al Isaac announces Todd’s resignation from this committee so more time can be spent focusing on the Communications Committee and Web Site updates.
Entrance Committee – Report by Greg Hernden. Linda Hernden is working on getting a meeting together for this month.
Environmental Protection Committee – Report by Chick Witchell. Two letters for campers left on lots were sent, two letters for lot maintenance were also sent. Committee had one tree removal request and one for a new home. The house of Wolf Lane lot 208 is coming along well. Committee is continuing work on updating policies. Lot improvement form will be added to our Web Site.
Future Planning Committee – Report by Joe Romine. Meeting will be held immediately following the close of the Board meeting to determine regular meeting schedule for this committee.
Seedling and Sapling Committees – Report by Joe Romine. Committee is dormant for the winter months but we will work on placing the birdhouses offered by the Conservation Committee.
Barb Adair, Lot 60: Asked if the Conservation Committee could come up with a way to get members who have firewood available connected with those who need firewood.
Jimmie Neal, Lot 1094: Asked if the Board has a double standard regarding comments during a Board meeting. Comments cannot be personal but Board members have made comments.
Jerry Bridges, Lot 158: Asked what our maintenance routine was for our roads during the winter months.
Jan Isaac, Lot 514: Asked if street signs could be redone with reflective material to make it easier for emergency responders to locate addresses in the dark and bad weather.
Chick Witchell, Lot 648: Stated the annual Christmas Party is Saturday December 9th at 6pm. Potluck dinner with main meat being provided. We are collecting items for Lake George Church for Christmas baskets.
Ken Passage, Lot 163: Stated he questioned communications being a high dollar figure in last months financial and it is over $1,400.00 this month. Would like the Board to look at this line item.
Phil Hamlin, Lot 62: The problem with bulletin board notices disappearing could be due to the wind and not someone taking them down. Board should look into new posting board for entrance.
Mary Perkins, Lot 1095: Stated the term of office for a director is stated in the By-laws and the Board cannot change them.
Mike Turner, Lots 86,87,88: Stated that in the past issues with Terry Obrecht’s Web Site were addressed and she was asked to dissolve the Web Site. Newly appointed Director Bob Adair is part of the WBLDF and feels Bob should be required to leave this group.
Mike Firman, Lots 719,720,721: Questioned Board regarding a variance for a temporary building for just this winter on his lot. Director Greg Hernden stated he has information for the Board regarding this as stated in our Covenants and Restrictions.
Director Brian Kozlowski moved to place the audit on the agenda for the December meeting to allow Manager Gail White to contact them regarding some statements made in the audit. Seconded by 1st Vice President Marvin Frayer. All in favor, motion carried.
Director Don Papesh moved to set assessments for next year at the current level of $375.00 per lot. Seconded by 1st Vice President Marvin Frayer. All in favor, motion carried.
2nd Vice President Greg Hernden moves to have two Board members run for election in 2007 and two in 2008 per article 7, section 7 of our By-Laws. Seconded by Director Brian Kozlowski. Member Mike Turner calls appoint of order stating that our By-Laws state appointed directors hold office until next election or special election is held (article 7, section 2). After discussion Director Sharon Bridges moves to table the motion until legal counsel can be sought for interpretation of our By-Laws. Seconded by 1st Vice President Marvin Frayer. Motion carried 5 to 1 (Director Brian Kozlowski does not support).
Motion by 1st Vice President Marvin Frayer to move into close session to cover a personnel issue and a pending law case. Seconded by Director Don Papesh. All in favor, motion carried.
Motion to return to open session by 1st Vice President Marvin Frayer. Seconded by 2nd Vice President Greg Hernden. All in favor, motion carried.
Motion by Brian Kozlowski to provide Christmas bonuses to employees as recommended by manager Gail White set at same levels as last year. Seconded by Director Sharon Bridges. All in favor, motion carried.
President Al Isaac directs Manager Gail White to send response letter to our attorney regarding Bryant case.
Motion to adjourn by 2nd Vice President Greg Hernden, seconded by 1st Vice President Marvin Frayer. All in favor, motion carried. Meeting adjourned at 11:01am.
Todd J. Graham