WHITE BIRCH LAKES RECREATIONAL ASSOCIATION
BOARD MEETING MINUTES
Unapproved Board Meeting Minutes of
Dec 13, 2003
CALL TO ORDER
The meeting was called to order by Board Director Marv Richardson. Present were Directors Bob Adair, Chuck Bailey, Larry Franklin, Scott Hayer, Brian Koslowski, Secretary-Treasurer Priscilla Moore and Manager Gail White. Presently one director position is vacant. The meeting opened with a salute to the flag and a prayer.
Marv Richardson announced that Todd Graham has submitted a letter of resignation as Board President and as Board Member. Chuck Bailey made a motion to accept the letter of resignation. Seconded by Bob Adair. Motion carried unanimously.
In light of Todd's resignation there is a new slate of officers as follows:
Marv Richardson, Board President
Scott Hayer, 1st Vice President
Bob Adair, 2nd Vice President
The bylaws state that a vacant board position shall be filled by appointment made by the remaining Directors.
The Board has decided to fill the position and the manager will post the opening and publish it in the Birch Bark. The appointment will expire in June of 2004. Anyone interested, please submit a letter to the board to be received prior to the next board meeting on January 10, 2004. The Board will review the letters and make a decision.
Having moved into the position as Chairperson, Marv Richardson has relinquished his position as Nominating Committee Chairman. Brian Kozlowski has agreed to accept the position as Chairman of the Nominating Committee.
APPROVAL OF MINUTES
Chuck Bailey moved to approve the November minutes as written. Seconded by Brian Kozlowski. Motion carried unanimously.
TREASURER'S REPORT
The treasurer reported that income for the month of November was $13,441.18, expenses were $29,455.83 and the ending cash balance at November 30, 2003 was $196,832.84. Bob Adair made a motion to accept the treasurer's report. Seconded by Brian Kozlowski. Motion carried unanimously. The income statement for October showed income of $22,784.11 and expenses of $27,483.03. Cash balance at October 31, 2003 was . Chuck Bailey made a motion to accept the October income and cash balance reports.
Seconded by Scott Hayer. Motion carried unanimously.
PRESIDENT'S REPORT
The president is in the process of putting together a staff evaluation tool for the manager and the staff. The evaluation of the manager will be used by the board to make comments on her performance. We will be entering into negotiations for her new contract quite soon.
MANAGER'S REPORT
Manager Gail White called our attention to the new Christmas tree in the dining room donated by Dave and Barb McColl. Also donated was a commercial grill given by Winsley and Cora Walker. The new floor in the dining room has been completed. It was paid for by donations and laid by lots of volunteers' hard work.
The donations had totaled $1200 and to date we have spent $973.62. A little money is left which may be used for trim work yet to be done.
As to an explanation of the Indemnification Clause, this clause protects the board in their actions that pertain to White Birch only. That is - decisions made for White Birch for which you cannot personably be held accountable. However, any personal legal activity is not covered under this clause. Protection is for your actions for this association only.
All the parts for the dry hydrant have been purchased and the hydrant will be put in this month. Fred Witchell explained that the hydrant will be installed near the boat dock on White Birch Lake. Should there be a fire, the fire department can pull up with the tanker trucks or engines, hook up to the pipe and draw water from the bottom of the lake. The pipe which is about about 8 inches around and then reduced to 5 inches will be coming up out of the ground. The hoses from the trucks can hook up to the pipe creating a suction and draw water right out of the bottom of the lake. A tanker can be filled in about 5 minutes whereas it now takes about 22 minutes to go to Farwell to fill the tanks. Insurance rates are based in part on the accessibility of water, therefore this may lower insurance premiums.
In response to the problems with the pool wall and because of the structure of the building, construction people have hesitated to submit bids until such time as an architect looks over the problem. An architect has looked over the structure and will be doing the drawings.
At the last meeting there was mention of possibly purchasing stonecrete for the road at the entrance. The estimate was $13,000. The manager suggests that we look at alternatives and possibly blacktop that short stretch of road. More options are needed before information can be presented as a basis for board decision.
PAYABLES APPROVAL - Chuck Bailey moved to pay the payables. Seconded by Larry Franklin. Motion carried unanimously.
COMMENTS FROM THE FLOOR
Roberts Rules of Order provide that minutes of a meeting include only the following information:
the members of the board present, the secretary and treasurer's 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 are not included as a part of this report
CORRESPONDENCE
An appreciation card from the secretary-treasurer was read thanking the board for their thoughtfulness during her recent hospital stay.
The manager read a letter from an anonymous donor who sent a check for $250 to replace the donation to the Kevin Sherwood family approved by the board. This was in response to Theresa Obrecht's letter criticizing the board for using association funds for a donation to the family.
COMMITTEE REPORTS
ENVIRONMENTAL PROTECTION COMMITTEE - Chairman Chick Witchell reported for the month of December approval was granted for one contiguous lot status and for one decorative fence. The last camping unit came off its lot November 23, 2003. This is the first year that all lots have been cleared of campers this early in the fall-winter months. The committee has been asked to work on policies regarding the swimming pool.
SECURITY COMMITTEE - Fred Witchell reported they are still working with the police department. They are putting out more patrols and will probably be issuing tickets. Also they are on the watch because of break-ins and enterings during the summer. Security is checking for storm damage to homes, especially those unoccupied during the winter months. There has been a report of a full size brown photo conversion van driving around taking pictures of our housing illegally using a telescoping lens. If you see this vehicle, try to get a number and it will be turned over to the police department.
CAMPGROUND - Fred Witchell reported he had provided a list of things which need to be done at the campground along with the estimated cost for each item. Camper storage - campgrounds are full except for 2 spaces and storage is full except for one remaining space.
FUTURE PLANNING - No report as the meeting was not well attended.
ACTIVITIES COMMITTEE - Chairman Shirley Brandt being ill, the manager reminded that the Christmas party is at the clubhouse at 6:00 PM today.
SAPLINGS - Co-Chairman Joe Romine reported not much to report after the Halloween party and the Christmas party tonight. After the first of the year they will start the monthly meetings on Saturday mornings. We will be doing little games, song learning and such, having fun with them and getting them used to being White Birchers.
UNFINISHED BUSINESS
At the last meeting the board passed a resolution to update the web site. In light of the current situation, the web-master not being available, a hold is being placed on any changes to the website. The update will be discussed at some future date.
It was the intent of the board to select members to serve on the by-laws committee. Because the board desires to have the director's vacancy filled prior to appointing a by-laws committee, the manager has been directed to continue posting a sign-up sheet for volunteers. It is hoped that by-laws committee members can be selected by January or February.
Also the board was to review the ORV responses received from the membership. We have received several communications many of which are very positive. All have been distributed to the board. Anyone else wishing to send in suggestions may do so as this issue is also being put on temporary hold until a new board member is in place.
Brian Kozlowski brought out the need for discussion of the proposed school bus stop building. This issue will be entered as unfinished business for the next meeting.
NEW BUSINESS
The Manager presented a new line item budget for the 2005 fiscal year March 1, 2004 through February 29, 2005. The budget is submitted to the board for review and it is anticipated the budget will be published in the January 2004 Birch Bark for membership review. The 2005 approved budget should be in place by February 2004.
Assessments on properties which have gone for tax sale - these assessments are no longer collectible.
A list of these assessment totaling $23, 007.28 has been presented to the board to either continue to carry them as receivables or to write them off the books. Brian Kozlowski made a motion to remove these assessment from the receivables. Seconded by Bob Adair. Motion carried unanimously.
Contract for architect services - Brian Kozlowski made a motion to contract with the engineering firm of Jame R. Dufty, Architects, PC and the contract not to exceed $3200 for engineering and architectural plans to repair the pool wall. Seconded by Bob Adair. Motion carried unanimously.
Campground - A motion to table the issue of campground fees was made by Chuck Bailey. Seconded by Brian Kozlowski. Motion carried unanimously.
Chuck Bailey moved that with the permission of the donor the $250.00 anonymous gift for the Kevin Sherwood family be forwarded on to the family. Seconded by Scott Hayer. Motion carried unanimously.
ADJOURNMENT
Bob Adair moved to adjourn. Seconded by Chick Bailey. Motion carried unanimously. Meeting adjourned at 10:00 AM.
Respectfully Submitted
Priscilla Moore
Secretary-Treasurer