White Birch Lakes Recreational Association 4730 Lake Road, Farwell, Michigan 48622 Office: (989) 588-2853 Fax: (989) 588-4924 Safety: (989) 588-7066 June Issue www.whitebirch.org IMPORTANT - Absentee Ballot Information There was a mix up at the post office and some early applications got returned. If you received yours return mail, please re-submit your application. The application for Absentee Ballot is on page 9. Please read the instructions carefully and return by mail by the due date if you wish to vote by absentee. Proposed By-Laws Change To review the proposed By-Laws change, please see page 4. PRESIDENTS REPORT Good morning everyone, and welcome back to the campers and the snowbirds. I would like to remind everyone that out by the coffee and donuts there is a collection jar for the Kelly family, who lost their home to fire last month. Our community has lost two neighbors this past month, Larry Franklin, a past board president of several terms, and Edward Poterek. Our condolences go out to both of these families. We also have some neighbors that are dealing with health issues. Please keep Judy Gute, Gordon Cross and Joe Romine in your prayers. We will be stocking the lakes with fish on May 24th, with blue gills and channel cats. The walleye's will be done in the fall. I know everybody is wondering when we are going to brine the roads. They are going to be brined on May 16th. That's all I have for this month thank you, Robert Briggs President 1
Coming Events May 28 Garage Sale/Bake Sale 9:00 am - 5:00 pm June 11 Board Meeting 10:00 am June 18 Cleanup at Timber Beach 11:00 AM July 2 Parade & Pig Roast Pot 12:15 pm & 1:00 pm Luck at the Pavilion July 16 Annual Members Meeting 10:00 am Aug 13 Halloween Hayride-Pavilion 7:00 pm Sept 3 Labor Day - Yippee 12:00 pm Skippee/Pot Luck w/brats at the Pavilion Sept 17 Garage Sale/Bake Sale 9:00 am - 5:00 pm Nov 19 Hunters Chili - Clubhouse 11:00 am 2:00 pm Dec 10 Christmas Party/Pot Luck at the Clubhouse 5:00 pm Business and Supervisors Offices will be closed Monday, May 30 th, Monday, July 4 th and Monday, September 5 th, 2011 Timber Beach Clean-Up and Picnic There s nothing yuckier than going for a swim and sticking your toes into a bunch of slimy old leaves. On the flip side of that there s nothing better than sticking your toes into some cool, clean, wet sand on a hot summer day. Memorial Day Weekend WBLRA Annual Garage and Bake Sale Saturday, May 28 2011, 9:00 AM to 5:00 PM The sign-up sheet is posted at the Clubhouse. The deadline to sign up is May 21 st. There s no cost to participate and there won t be any balloons but feel free to use your own if you want. Maps will be available at the gate for shoppers the day of the sale. Donations Needed for the Bake Sale The Activities Committee is asking for donations for the bake sale and they be dropped off at the Bus Stop before 9:00 AM. Some of items requested and absolutely loved by customers are homemade bread, brownies, cinnamon rolls and caramel corn, etc. Thanks to all who donate we so appreciate your support! Since the leaves won t go away on their own, the Conservation Committee is looking for help with raking the swim area and sprucing up the park. Timber Beach cleanup will be: Saturday, June 18 th at 11:00 AM The Activities Committee will be providing food and refreshments at 1:00 PM. Please come help clean-up your beach. Bring smiles, laughs, appetites and rakes for a day of good cleanup fun, food and friends. 2
Eligibility to Run for the Board Important Boat Storage Information There are two Board seats open for Election this year. To be eligible to run, Members must be in Good Standing meaning all fees paid in full and current assessments. Letters of intent must be received by 4:00 PM, on Wednesday, June 1st. Any letters received after this date and time or from Members owing more than $264.00 on any assessable lot will be rejected. There will be no exceptions or extensions. If you have the desire to serve your community please send a letter of intent to Director Mary Perkins, the nomination Chair, or to the office by the deadline. Camper Storage 2011 2012 Members wanting to renew their previous storage site have until July 31, 2011 to renew. Reservations will be handled exclusively through the Clubhouse Supervisor Office and Business Office. You can make your reservation in person or contact the offices at (989)588-2853 Monday through Friday 8:00 AM to 4:00 PM. The pool attendants, campground or safety personnel are no longer authorized to accept any storage reservations. Your payment in full is required at the time of your reservation. No reservations will be accepted without your complete payment. Storage fees for this year have been reduced: campground storage is now $75.00 and the storage area is $40.00. The $10.00 annual boat slot rental fee is due now. Please call (989)588-2853 or come to the Clubhouse during business hours to renew your current boat slot, pick up your registration sticker and pay the $10.00 fee. You will have until Friday, June 17, 2011 to complete your registration. After June 17, 2011, any boat left on the rack without a current registration sticker will be removed. There will be a $25.00 fee in order to reclaim any boat removed. If you do not have a boat slot and are interested in one, please contact our Supervisor Alice at the Clubhouse. You must be a member "in good standing" for a boat slot. You will be placed on a waiting list and assigned a slot as one becomes available. Thank You! 4th of July Celebration Our 2 nd annual Pig Roast/Pot Luck will be held Saturday, July 2 nd. The parade will line-up at 12:15 PM then proceed to the campground. The pot luck begins at 1:00 PM. Decorate your golf cart, mule, bike or 4- wheelers and make it a great parade. After we eat we ll have games for the kids and a 50/50 drawing with extra prizes. We hope you come and enjoy the day with your friends and neighbors! 3
5-14-2011 ATTENTION PROPOSED BY-LAW CHANGE The Board of Directors is considering the following amendment to our By-Laws. As per our By-Laws it is being presented at the May 14 th Board of Directors meeting prior to a vote of the Board at the next regular meeting on June 9 th. If passed, it will be put to a vote of the membership at the Annual Meeting July 16, 2011. The addition of B to Section 14 is in bold print. ARTICLE VII BOARD of DIRECTORS Section 14 Conflicts of Interest PURPOSE A) The purpose of the conflicts of interest policy is to protect the Association s interest when it is contemplating entering into a transaction arrangement that might benefit the private interest of a board member, Association officer, member of the management staff who holds a leadership position, or any employee or member. B) Anyone serving on the board or a member of their immediate family cannot hold a paid position with the Association during their term or for a period of three years afterwards, family members include spouse, sibling, parent and children. POLICY If any member of the Board of Directors should have a conflict of interest with an item, he/she must withdraw from the discussion and abstain from voting on said item. If a question of conflict of interest arises, it shall be resolved by a majority vote of the Board of Directors if necessary. HELP WANTED for the BIRCH BARK WBLRA is looking for a volunteer to help put together the Birch Bark newsletter. No meeting attendance is necessary since all articles, meeting minutes and notices can be provided by those responsible via email. Any Member with word processing skills interested in providing this valuable service to our community can contact the office or the current Board liaison; Director Teresa Stephens at rabidstamper@yahoo.com. This position will be vacated and needs to be filled by August 1, 2011. If you would like to take over the responsibility sooner, please contact Director Teresa Stephens. 4
ATV RULES & REGULATIONS A helmet is required for anyone driving or riding on an ATV in White Birch Lakes. Also, no person under the age of 16 may operate any 3-wheeled ATV; no child under the age of 10 may operate a 4-wheeled ATV; children who are 10 and 11 years old may operate a 4-wheeled ATV under certain conditions. Please pick up a brochure at the Clubhouse that lists all requirements, conditions, rules and regulations governing the use of ATV s within WBLRA. CAMPGROUND POLICY Policy #: Campground 01 Board Approval: May 14, 2011 Review: April of each year 1. All campers in the campground must be registered to camp. 2. A camping registration form must be completed for each campsite in use at all times. 3. Registration forms are available at the Clubhouse. Registration forms must be completed and campsite fees paid PRIOR to setting up camp. The registration forms are two part: the white/front copy will be kept in the Clubhouse; the yellow/back copy will be given to the camper to place on the post at the campsite as a receipt and to verify registration. 4. In order to use the campground, the lot owner must be a member in good standing. 5. All campground reservations must be made by the lot owner/member. The lot owner/member may make reservation(s) for guests/non-members to use the campground, however, guests/non-members who try to reserve a campsite on their own will be turned away. 6. Only ONE camper and ONE tent are allowed on any one camping site. If an additional camping unit or tent is placed on said space, then an additional campground fee will be applied. 7. Reservations are handled on a first come/first serve basis. Reservations made prior to your anticipated arrival date are recommended. Please call (989)588-2853 during business hours (Monday through Friday 8:00 A.M. to 4:00 P.M.) to make your advance reservation. 8. A minimum of one-half of the total camping fee is required at the time the reservation is made. The remaining balance must be paid at the Clubhouse. 9. Campground or safety personnel are unable to collect camping fees, accept reservations or assign camping sites. All monies and reservations are handled exclusively through the Clubhouse. 10. All campers must comply with all regulations set forth in the Covenants and Restrictions of WBLRA. 11. The following campground fees are in effect from Memorial Day weekend through October 31, 2011: Full hook-up (Sites 1-5) One day $20.00 One week $70.00 Two weeks $140.00 Three weeks $210.00 One month $250.00 Electric only (Sites 6-37) One day $15.00 One week $55.00 Two weeks $110.00 Three weeks $165.00 One month $200.00 5
IMPORTANT TELEPHONE NOTIFICATION The emergency telephone number of (989)588-7066 is to be used for true maintenance emergencies ONLY after the Business Office is closed. During the business week, please report any such situations by calling (989)588-2853. Emergency maintenance situations, such as the entrance gate not working properly or a tree down on a power line or over the road, should be reported to us with the (989)588-2853 number during the business week or (989)588-7066 number evenings and weekends. BOAT AUCTION We will be holding a boat auction on Saturday, July 2, 2011. The auction will be at the Campground after the pig roast/pot luck picnic lunch, which is scheduled to begin at 1:00 P.M. Our auctioneer will be Steve Bryant. We have a total of ten boats to auction: seven row boats, two canoes and one paddle boat. Thank You Proposed White Birch Lakes May 14, 2011 Meeting Minutes I. Call to Order: President Briggs called the meeting to order at 10:02 a.m. Board Members present: President Briggs, 1 st Vice President Stephens, Director Dombrowski, Director Cox-Perkins, Director Bryant and Secretary, Elaine Carrasco. Absent Director Nalepa and Director McNeil. Member Dawn Holzer led the membership in prayer. President Briggs led the membership in the Pledge of Allegiance. II. Additions to the Agenda: Director Dombrowski adds to the agenda under new Business: boat auction, tractor blade, beach sand bids, at this time Director Nalepa and Director McNeil arrived and took their seats at the board table, Director Dombrowski continued to add to the agenda, bylaw announcement, coal purchase, and dump truck. Director Cox-Perkins adds under new business, development fund. Director Bryant adds under new business, camping on lots. Director Briggs adds under new business, P.A. System. III. IV. Approval of Minutes: (1) Director Stephens moves to approve the minutes from the April meeting, second by Director Cox-Perkins, carried. Income Statement-Treasurer s Report: (2) Director Bryant moves to accept the Treasurer s report, second by Director Cox-Perkins, carried. (3) Director Bryant moves to pay the bills, second by Director Cox-Perkins, carried. V. President s Report: Elsewhere in this edition. 6
VI. VII.) VIII.) IX.) Committee Reports: EPC; Chick Witchell reports we had eight applications for tree removal, three driveways, one kennel and two campsite improvements. Campground, Fred Witchell reports the campground is open, a lot of traffic down there, trees are cleaned up, members with damage to their trailers in storage will receive a letter. Activities Committee; Dawn Holzer reminds us the garage/bake sale is Saturday May 28 th, 9 a.m. to 5 p.m., sign-up sheet in clubhouse, deadline to sign up is Friday May 20. No balloons will be provided; maps will be handed out at the gate, asking for bake sale item donations. Fourth of July, 2 nd annual pig roast will take place, Saturday July 2 nd, Parade at 12:30, pig roast/pot luck at 1 p.m. at the pavilion. We will serve desserts and coffee at the annual membership meeting July 16, 2011, anyone wishing to bring a dessert that would be great. Operation gratitude, we shipped five boxes of donations, thanks to all members. September 15th to November 15th will begin the holiday drive for Operation Gratitude, accepted list of items available at the clubhouse or visit the web site: http://www.opgratitude.com. We receive a letter of thanks from operation gratitude and she will post it on the board, here in the clubhouse. Nominating Committee; Carolyn Neal reports we had our first meeting, times and dates for future meetings have been set. First meeting is June 2, 1 p.m. at the clubhouse. Conservation Committee; Marty Perkins reports they have some ideas as to placement of the new docks, we need beach sand, suggests a partition to keep the ATV s off the beach, but to have a gate to get a tractor in to maintain the beach. We will need signage stating they are fishing docks. Suggests sinking posts so you re not able to enter the beach area. Comments from the Floor: (Agenda Items Only) Available at the clubhouse. Old Business: (4) Director Cox-Perkins moves to accept the Rite-Way bid for a total $17,462.00 to replace the tennis court asphalt and the additional $400.00 for the regulation stripes, second by Director Dombrowski, withdrawn. (5) Director Dombrowski moves to accept the Central Asphalt bid for $25,450.00, withdrawn. (6) Director Cox-Perkins moves to form a spec sheet, for the tennis courts and have the companies rebid the job, second by Director Bryant, carried. (7) Director Bryant moves to accept the campground policy, with changes, second by Director Stephens, carried. New Business: (8) Director Cox-Perkins moves to reaffirmed the emergency online vote to accept the gravel bid from Fisher Gravel & Sand, second by Director Dombrowski, carried. (9) Director Dombrowski moves to go with Mt Pleasant Rental Center for our porta-potties, two units at $130.00 a month, second by Director Stephens, withdrawn. (10) Director McNeil moves to go with County Wide for our porta-potties, at the price of $140.00 monthly, second by Director Nalepa, all ayes, nay by Directors Bryant and Dombrowski, carried. (11) Director Cox-Perkins moves to authorize the Treasurer to move to the general fund $4,754.10 from the development fund, to pay for our new docks, second by Director Bryant, carried. (12) Director Dombrowski moves that the placement of the new docks be based on the Conservation Committees recommendations, second by Director McNeil, all in favor, carried. (13) Director Bryant moves to add to the existing dock at Timber Lake and get it up out of the water, second by Director Dombrowski all in favor, carried. (14) Director Cox-Perkins moves to transfer from MoneyGold, $174,228.32, into the existing donation account in Farwell, second by Director Bryant, carried. (15) Director Bryant moves to first register with the Secretary of State at the cost of $50, the collection of abandoned boats and then to hold an auction for the sale of those boats on Saturday, July 2 nd, immediately following the annual Fourth of July picnic, second by Director Cox-Perkins, carried. (16) Director Bryant moves to instruct the Supervisor to purchase a back blade for our tractor at TSC in the amount of $370.99, second by Director Cox-Perkins, carried. (17) Director McNeil moves to accept the bid of Boucey Trucking for our sand, second by Director Cox- Perkins, withdrawn. (18) Director McNeil moves to accept the bid from Dallas Shull for sand, second by Director Cox-Perkins, withdrawn. 7
(19) Director McNeil moves to accept Boucey Trucking for our sand, second by Director Cox-Perkins, withdrawn. (20) Director McNeil moves to accept the bid from Dallas Shull for beach sand, second by Director Cox- Perkins, all ayes, a nay by Director Bryant, carried. (21) Director Cox-Perkins moves to submit Director Dombrowski proposal, on a bylaw change, second by Director Stephen, withdrawn. (22) Director Dombrowski moves to announce to the membership that there will be a proposed bylaw amendment voted upon by the board at next month s meeting, in accordance with Article 7, Section 3, to add B ) Anyone serving on the board or a member of their immediate family cannot hold a paid position with the association during their term or for a period of three years afterwards, family member include spouse, sibling, parent and children, second by Director Cox-Perkins, all ayes, carried. (23) Director Bryant moves to purchase coal from Hershberger at $373.36 per pallet, three pallets, and instruct the supervisor to see if they still have last years at a two dollar a pound savings, if so, purchase that, to be purchased prior to June 15 th, second by Director Dombrowski, carried. (24) Director McNeil moves to put the old dump truck up for sale on Craigslist, on Monday May 16 th, accepting a minimum of $1,250.00 for two weeks, ending date being May 30, 2011, second by Director Cox-Perkins, all ayes, nay by Director Bryant, carried. (25) Director Bryant moves to reaffirm an established policy the allowance of one camper per lot, adding one other with a permit for 14 days, then to be removed for a period of 15 days in between, second by Director Nalepa, carried. (26) Director Dombrowski moves to have our Attorney seek to modify our current camping court order to stipulate, one camper only, with the exception of one additional camper by permit, second by Director McNeil, tabled. (27) Director Bryant moves to accept the bid from Johnsons Septic Service, price of $625.00, to be used as needed, second by Director Dombrowski, all ayes, nay by Director McNeil, carried. (28) Director Cox-Perkins moves we approve up to $1000.00 to purchase an association owned P.A system, second by Director Nalepa, carried. X.) XI.) Comments from the floor: Available at the clubhouse. Adjournment: (29) Director Bryant moves to adjourn, second by Director Nalepa, carried. Meeting Adjourned at 1:21 p.m. Submitted by, Elaine Carrasco OPERATION GRATITUDE We have shipped 5-boxes of donated items to Operation Gratitude for the spring Patriotic Drive. Thanks to all the Members who donated items for these special Care Packages for our members of the military. We will have a collection for their Holiday Drive which will run from September 15 th to November 15 th. The wish list of needed items is on the board at the Clubhouse or you can visit their website at http://www.opgratitude.com. 8
2011 Application for Absentee Ballot White Birch Lakes Recreational Association Election White Birch Lakes Recreational Association (WBLRA) By-Laws provide that members may vote by absentee ballot by requesting a ballot in writing. If you choose to vote by absentee ballot in the 2011 WBLRA elections, you must complete this application and return it to the address below. There will be no ballot in the Birch Bark as in previous years. Absentee ballots will be sent out shortly after June 15, 2011. To receive an absentee ballot, this application must be RECEIVED before Tuesday, July 5, 2011. Name, Last First Address Lot Number(s) (Note that you may only vote for lots upon which you pay an assessment - not contiguous status lots. Member s signature: By signing this application, the undersigned certifies that they are an owner of the listed lot(s), that they are a member in good standing, that they intend to submit an absentee ballot for the lot(s) listed, and that they will not permit a non-member, or member not in good standing to vote using the absentee ballot(s) they will be issued.) Please make sure you have updated any contact information with the WBLRA office as ballots will not be forwarded or mailed to an address not on file. Member s Signature Return this completed application to White Birch Lakes Election P.O. Box 839 Farwell, MI 48622 If you do not receive a ballot, please contact Bob Briggs, President WBLRA at (989) 588-4543 Mary Cox-Perkins, Board Liaison WBLRA at (989) 588-3338 Office Use Only Membership Status Verified: Ballot Number(s) Issued (initials) Not Verified: (initials) Absentee ballots may only be received if requested by application in writing. No absentee ballots will be sent via the Birch Bark, nor may they be passed out by members or others. Applications for absentee ballots shall be signed by the members requesting them. Applications for absentee ballots must be received by July 7, 2011 to receive a ballot. Absentee ballots must be received via mail by 4 p.m. July 15, 2011 to be counted. 9
White Birch Lakes Recreational Association 4730 Lake Road, Farwell, Michigan 48622 APPLICATION FOR ABSENTEE BALLOT INSIDE THIS ISSUE ON PAGE #9 BOARD of DIRECTORS and OFFICERS President - Robert Briggs 1st VP - Teresa Stephens 2nd VP - Dorothy Nalepa Director - Steve Bryant Director - Linda McNeil Director - Kevin Dombrowski Director - Mary Cox-Perkins cofbriggs@yahoo.com rabidstamper@yahoo.com dnalepa8990@charter.net sfbryant1@yahoo.com lucymcn79@hotmail.com kd460@sbcglobal.net funk49pt@yahoo.com Sec/Treasurer - Elaine Carrasco ecoffice@whitebirch.org (989)-588-2853 Supervisor Maintenance Clubhouse OUR STAFF Alice Van Bennekom supervisor@whitebirch.org Jeff Wheeler Tom Alsup Georgia Romine Tammy Verlague Frank Metz POOL HOURS May 13 th through October 1st Monday 9:00 am to 7:30 pm Tuesday and Thursday 9:00 am to 3:30 pm Closed Wednesday Friday and Saturday 12:00 pm to 8:30 pm Sunday 10:00 pm to 3:00 pm Memorial, July 4 th and Labor Day Weekends Friday 12:00 pm to 8:30 pm Saturday 10:00 am to 8:30 pm Sunday 10:00 am to 8:30 pm Monday 9:00 am to 7:30 pm OFFICE HOURS Weekdays 8:00 am to 4:00 pm 2 nd & 4 th Saturdays 8:00 am to 12:00 pm Closed Sunday Although a private gated community, White Birch Lakes Recreational Association is not responsible for monitoring, insuring or securing dwellings, property or the personal belongings of its members or their guests. 10