The Birch Bark White Birch Lakes Recreational Association 4730 Lake Road, Farwell, Michigan 48622 Office: (989) 588-7169 Clubhouse: (989)588-2853 Fax: (989) 588-4924 Web: www.whitebirch.org May 2017 Calendar of Events Board Meeting June 10, 2017 10am 2016 2017 Board of Directors Annual Garage Sale May 27 9am to 5pm President Sharon Bridges skbeuthin@toast2.net 1 st Vice Pres. John Pryde johnpryde45@gmail.com 2 nd Vice Pres. Kevin Dombrowski kd460@sbcglobal.net Richard Allen richardallen1208@yahoo.com Dawn Holzer muleman2318@gmail.com Frank Getz directorgetz@yahoo.com Steve Bryant sfbryant1@yahoo.com 4th of July Parade and Picnic W.B.L.R.A SUMMER SCHEDULE Effective 06-04-17 SWIMMING POOL HOURS Monday, Tuesday & Thursday 9:00 A.M. to 7:30 P.M Closed Wednesday Friday & Saturday 9:00 A.M. to 8:30 P.M. Sunday 10:00 A.M. to 3:30 P.M. CLUBHOUSE HOURS 8:00 A.M. to 8:00 P.M. Monday, Tuesday & Thursday Closed Wednesday 8:00 A.M. to 9:00 P.M. Friday & Saturday 10:00 to 4:00 P.M. Sunday IF YOU HAVE A MEDICAL OR FIRE EMERGENCY PLEASE CALL 911 OUR STAFF Secretary/Treasurer - Vicky McClusky ecoffice@whitebirch.org (989) 588-7169 Supervisor - Scott Lubs supervisor@whitebirch.org (989) 588-2853 MAINTENANCE Jeff Wheeler, Bob Luster, Mark Hathaway After hours Maintenance (989) 588-7066 CLUBHOUSE Steven Jessup, Georgia Romine HOLIDAY HOURS FOR SWIMMING POOL CAMPGROUND ATTENDANT Friday of holiday weekend: 9:00 AM to 8:30 PM Claudia Pelfery Saturday of holiday weekend: 9:00 AM to 8:30 PM SAFETY Sunday of holiday weekend: 9:00 AM to 8:30 PM Bob Pelfery SECRETARY-TREASURER OFFICE HOURS 8:00 A.M. to 4:00 P.M. Monday & Tuesday Closed Wednesday 8:00 A.M. to 4:00 P.M. Thursday & Friday 8:00 A.M. to 2:00 P.M. the 2nd Saturday of the month (Will be occupied with Board Meeting at 10:00 A.M.) Closed Sunday SUPERVISOR OFFICE HOURS 8:00 A.M. to 4:00 P.M. Monday & Tuesday Closed Wednesday 8:00 A.M. to 4:00 P.M. Thursday & Friday Closed Saturday & Sunday Monday of holiday weekend: 9:00 AM to 7:30 PM 1
DUE TO THE COST BEING AROUND $3,000.00 FOR THE ANNUAL MEMBERS MEETING, THE BOARD IS REQUESTING ALL MEMBERS TO PLEASE ATTEND THE ANNUAL MEETING EVEN IF YOU VOTED BY ABSENTEE BALLOT TO ESTABLISH A QUORUM. IF A QUORUM IS NOT REACHED, ANOTHER MEETING WOULD HAVE TO BE SCHEDULED RESULTING IN ADDITIONAL COSTS. VOTING ELECTION 2017 NEWS The Annual Members Meeting and the election of Directors will be approaching soon. There are three (3) seats open for election this year. (2) seats will be for a (3) year term and (1) seat will be for (1) year. If you have a desire to serve your Association, please submit your letter of intent to Vicky, WBLRA Secretary/Treasurer. The letters MUST be received NO LATER than June 1, 2017. The letter submitted at that time will be the letter published in the Newsletter. YOU MUST BE A MEMBER IN GOOD STANDING to run for a Director seat. An application for an absentee ballot is included in this Birch Bark. We have had some issues in the past at the Annual Members Meeting when it is time to vote. The problem is when member(s) name and address do not match the records in the office. The office and teller committee uses the name(s) that are on the official tax role with the county. This can create a problem when (for example) spouses or co-owners names are not on the record and they show up to vote. It is the PROPERTY OWNERS RESPONSIBILITY to have the tax records updated with the names of those who may vote. Remember, each lot that Assessment fees are paid on results in one vote per lot and a picture ID is required. If you need further information on how to correct this, you can contact Vicky (Association Secretary) at 989-588-7169 or ecoffice@whitebirch.org and she can give you more details on how to fix this so there won't be a problem when you, your spouse or a co-owner shows up to vote. The name and address of the person who actually votes must be on the tax record that we use to verify. Thank You CAMPFIRE AND SEASONAL FIREWOOD Any downed trees or limbs in the ditches or on the sides of the roads can be taken by Members for Campfires or Seasonal Firewood. PLEASE do not enter other Members lots for wood unless you have permission from the Owner. ENTRANCE GATE TELEPHONE NUMBER Please note that the telephone number from which visitors and guests will be calling from is 989-588-2470. Also, PLEASE remember to push (*) before entering your code number for it to work properly. 2
NOTES AND NOTICES Members should be advised that there is a proposed ordinance being considered by the Lincoln Township Board regarding Recreational Vehicles as Temporary Dwellings on Vacant Lots. This proposed ordinance is Section 20.8 Recreational Vehicles as Temporary Dwellings on Vacant Lots. It can be found on the Lincoln Township, Michigan website: http://www.lincolntwp.com/ and specifically: Zoning Ordinance Draft #3 at: New Zoning Ordinance Creation in Lincoln Township WBLRA FIRE DANGER INFORMATION We have had an extremely dry spring, with the danger from fires very real. Please use extreme caution with any fire & follow the fire danger rating system, posted on Smokey at the entrance/exit. WBLRA has chosen to adopt the Michigan DNR regulations that follow. LOW: Fires are not easily started. Campfires & debris burning is allowed (following WBLRA guidelines & restrictions). Campfires are allowed in approved fire pits with a five-gallon pail of water or a water source/hose attached to a faucet readily available that will reach the fire; fires must be attended at all times & kept to a manageable size. Please see our WBLRA Camping & Fire pit Regulations for more details. MODERATE: Fires start easily & spread at a moderate rate. Again, campfires & debris burning, following WBLRA guidelines & restrictions, are allowed. HIGH: Fires start easily & spread at a fast rate. Debris burning, including leaves, is NOT allowed. Campfires are allowed following guidelines & restrictions. Extra attention will be needed to watch your campfire & keep it under control. VERY HIGH: Again, fires start easily & spread rapidly. Leaf & debris burning NOT allowed. Campfires in approved fire pits are allowed, following WBLRA guidelines & restrictions. Your campfire will need to be monitored constantly & carefully to keep it under control. BURN BAN: Fire danger is explosive, fires spread at a very fast rate & burn intensely. NO fires are allowed at any time for any reason. TELEPHONE NUMBER FOR BURN PERMITS 866-922-2878 CAMPGROUND ELECTRICITY If you plan on summer and/or fall camping, please be sure to call the Clubhouse at (989)588-2853 during business hours Monday, Tuesday, Thursday & Friday 8:00 AM to 3:00 PM) to arrange to have the power turned on to your particular site. There is no one on duty evenings or weekends to turn it on. WHITE BIRCH LAKES RECREATIONAL ASSOCIATION'S ANNUAL MEMBERS MEETING and ELECTION of 2017-2018 Board of Directors 10:00am July 16th 2016 Meeting will be held at the Campground Pavilion 3
HOW TO HELP CONTROL THE SPREAD OF OAK WILT ACTIVITIES 4 th OF JULY PARADE AND PICINIC Decorate your rides!!! There will be a 4 th of July parade starting at the entrance of the Clubhouse road on July 1 st. A picnic is being planned following the parade at the Pavilion in the campground. Carolyn Neal is asking for Volunteers to sign up to help. There is a sheet posted in the Clubhouse on the bulletin board. The starting time for the parade will be determined soon. OAK WILT affects Red Oaks, and Red Oak leaves are pointed and White Oak leaves are rounded at the tips. Oak Wilt can kill a tree in 1 season and is spread by BEETLES, that spread the fungus from tree to tree on the sap that is presented from a cut down or damaged tree. Trees should NOT be cut from APRIL to JULY when the sap is most abundant and the beetles smell it out. 1) Beginning signs of Oak Wilt can also be signs of other things that are affecting the Red Oaks such as Oak Decline and Anthracnose and Oak Scotch. 2) Crucial to remove the stumps to break up the grafted roots and stop the fungus from spreading underground. 3) Stumps can be burnt, chipped or flipped upside down and reburied in its place. 4) Wood needs to be chipped, burned or put under a clear tarp for a year (until next August) 5) Small branches should be burned or chipped. 6) If you chose to tarp, be sure to dig the pile around the pile and bury the tarp to stop the beetles from getting in. 7) Pressure/spore pads can still form on the cut wood. 8) Oak Wilt cannot be confirmed without lab testing or a last year dead tree with a pressure/spore pad under the bark, if there is still bark on the tree. More information is available on the Clare County Conservation Department website at www.clareed.org CUTTING WOOD ON WBLRA PROPERTY The Association is allowing members to access lot 614 on Elm Run, an Association owned property, to cut & retrieve wood from the downed trees. You MUST sign a Waiver, Release & Indemnity Agreement before going on the lot. The forms are at the Clubhouse. You will then be given an authorization card after signing. Please carry this card with you when going on Lot 614. Permission is granted for Lot 614 exclusively; trees from other Association owned property may not be cut or the property accessed. Please call (989)588-2853 during the business week if you have any questions. Thank you. Every Friday 9:00am 11:00am Enjoy a cup of coffee and sweet treat. A great way to meet new neighbors, reconnect with old ones or to just keep up on the latest events. 4
Planning a building project? The office and Clubhouse now have Lincoln Township Building and Zoning Permit applications available for anyone who may not have a computer. FOOD BASKET We are also still collecting food for those in need. If you have any non-perishable goods you would like to donate please drop them into the basket at the Clubhouse NOTICE OF CHANGE IN DATE MEMBER/FAMILY CARNIVAL Date: June 24 th,2017 Time: 1PM to 4PM Place: Campground Pavilion Games, activities, prizes and refreshments for all ages. There is a sign up sheet on the bulletin board for volunteers to help with the games and refreshments ENFORCEMENT OF C & R s AND BY LAWS Date: June 24 th, 2017 KICK OFF THE SUMMER WITH LIVE MUSIC BY FACECORD The EPC Committee will begin enforcing any Violations of the C & R s and By Laws effective immediately Time: 5 pm to?? Place: Pavilion at the Campground Hosted by Elaine Carrasco. No food or drinks will be provided, just good music. Graduation time is near. Did you know you can rent the Clubhouse or the Pavilion? Just call our Supervisor Scott Lubs @ 989-2853 for more info. 5
ART CLASS Come join the group as we will create 2 blue jays with Prismacolor Pencils Dates: Monday, June 19 and Tuesday, June 20 Time: 9:30am 1:00pm Class Fee: $35.00 payable to Sharon day of class Location: White Birch Clubhouse Signup Sheet will be available in the clubhouse, along with a copy of the picture you will be creating. INCLUDES ALL SUPPLIES TO CREATE YOUR PROJECT ALL YOU NEED TO BRING IS YOUR LUNCH! 6
White Birch Lakes Board of Directors Meeting Minutes May 13, 2017 I. Call to Order: President Bridges called the meeting to order at 10:02 am. Board Members present: President Bridges, Directors Bryant, Pryde, Dombrowski, Holzer, Getz and Allen; also, Supervisor Lubs and Secretary/Treasurer McClusky Absent: None The Invocation was given by Director Holzer. The Pledge of Allegiance was recited by all present. II. Additions to the Agenda: New Business: Director Holzer: Additional Cedar Road Signs Closed Session: Director Holzer: EPC Request III. Approval of Minutes: (1) Director Holzer moves to approve the April Meeting Minutes as presented, 2 nd by Director Allen. IV. Income Statements-Treasurer Reports: (2) Director Holzer moves to approve the financial reports for April as presented, subject to the Auditor s approval, 2 nd by Director Dombrowski. (3) Director Allen moves to approve the May Payables as presented, 2 nd by Director Pryde. V. President s Report: President Bridges reported the following: Welcome back distant Members!! Campers were allowed back on lots as of yesterday. I hope that those of you who haven t seen the Clubhouse with a new coat and to see the new playhouse had a pleasant surprise. We are getting back to our busy time of the year, and I am sure that there were some glitches at the gate yesterday. Now is the time that Members can have fun and enjoy family and friends. We want to let you know that we have had 2 or 3 black bears who spent the winter in White Birch. Please be careful at night and do not leave food products out. Even if you put things in coolers, they will get into them. Coolers should be in your car, or in your camper. I do not think that coolers with beverages would be a problem, let us know if it is. I want to take this opportunity to thank all of the Members who have volunteered their time over the past years. They are not paid for the things that they do. To Mary P. who published the Birch Bark, to Georgia R. for the bus stop, to all of the ladies who help Vicky stuffing envelopes and other tasks in the office, Fred W. at the Campground, and to the many Members who have served on Committees. If I missed anyone, please know that you are greatly appreciated. 7
The Annual Members Meeting is coming up in 2 months. This is your time to voice your concerns, and to tell the Board what you think would help everyone to have a great time here. Once again, we will have a catered lunch. We will also have a pig roast at this event. So, come to the meeting, get involved in your Association, meet and greet new and old friends, and enjoy a great meal. VI. Supervisor s Report: Scott reported the following: We welcome in the warm weather with greetings to our returning staff, Bob and Claudia, and the addition to our Maintenance Team, Member Mark Hathaway. The Campground Bathhouse is open for the season. There will be a Porta-John at Timber Lake and at Holiday Lake for your convenience. Keys are available for purchase at the Clubhouse for the Bathhouse at $5.00 apiece. These keys can be returned. There are still campsites available for Memorial Day weekend. Please note that the week of the Annual Meeting, July 10th to July 16 th, some of those campsites will not be available so please plan accordingly. Winter Storage for campers has been renumbered due to past and recent confusion with numbers assigned to those spots. This new renumbering system along with a computerized reservation system should reduce the number of mistakes as it is extremely inconvenient to Members and frustrating for all involved. If you had a reservation, it is still valid until July 30th. However, after that time, your reservation will be cancelled and any Member in good standing will have the right to reserve that spot. Please be ready to fill out and sign the Storage Agreement Form along with a detailed description of your camping unit at the time it is reserved. PLEASE SLOW DOWN!! Please understand we know you have to get to work on time and you want to get on the road to beat the end of the weekend traffic on the holidays, but at what costs? Our speed limits are not unreasonable. Please be considerate of others and slow down. Our first brine of the season has been scheduled for Wednesday the 17 th which should bring us some much-needed relief from the dusty road conditions. Our many thanks to our Maintenance Team for preparing our roads as they have had to repair and gravel several different areas this year which takes a considerable amount of time and work to complete. Our lake water treatment company, PLM, will be out again this year to treat our lakes. Their tentative schedule is clearly marked along accesses to all the lakes. Monday the 15th will be their first visit. There are copies of their treatment schedule and what they apply to our lakes available here at the Clubhouse. For a brief time this spring we have had visits from black bears. Again, just make sure your trash cans are covered and your bird feeders are empty and they will move on. We also have our own Bear in the form of Smokey the Bear and he s very visible at the front of our property. Please take a quick glance to see where our fire danger is for our area and take precaution. Burn permits are available to apply for when applicable by phone, 1-866-922-2876. And as always, only you can prevent forest fires. Please note that our Clubhouse Summer Hours schedule will be starting June 4 th. These hours will extend your swimming times especially on Mondays, Tuesdays, and Thursdays. Also, there will be special hours for Memorial weekend to include additional swimming times on Sunday and Monday. We all know that nothing here happens magically. An enormous amount of hard work and dedication is put in to keep this Association in pristine working order. If and when you see our staff, please take a few moments to thank them for the work they do. VII. Committee Reports: EPC Committee: Chairperson Sandy Getz reported there were 2 Contiguous Lot, 1 detached building, 4 tree removals, and 1 gravel pad for a camper that were approved. Sandy also reported that she has a couple of lots that she is concerned with. The lots are Lot 618 has an accessory building still on it as of 5/12/17, Lot 162 which has constructed a structure covered in black tarps with what looks to be a galvanized tin roof and Lot 587 which has a vehicle with last year s tabs and per the neighbor hasn t moved in 6 months. Also, there is a lot across from Lot 618 which has a make-shift fence made out of natural materials and downed trees that she is keeping an eye on to make sure slats are not placed on the material to make it more permanent. Also, 8
Director Dombrowski stated that he noticed there was another structure going up next to a camper and he will get with Sandy on the location of that so she can look into it. Election Committee: Chairperson Claudia Pelfery reported that the Committee had their first meeting to approve the revised forms for this year s election. Campground Committee: Chairperson Fred Witchell reported that the Bathhouse is open. He has purchased a new net and Volley ball for this year so that is ready to go, and the swing set is ready to go. Fred also restated that the Winter Storage sites will all be renumbered and new signs will be made. Director Dombrowski stated he used the Men s room showers this morning and they looked fantastic with new shower curtains and the way they were positioned looked as inviting as a Holiday Inn. At this time, Director Holzer thanked John and Faith Pryde for their donation of the new computer program that is being used in the Clubhouse for all rentals. Also, Director Getz thanked John for the donation of the VCR/DVD player that is being used for Movie and Popcorn Nights. Activities: Fred Witchell reported there is a Mother s Day Breakfast on Sunday, May 14 th, from 8 to 11 am. Carolyn Neal reported the 4 th of July picnic and parade will be Saturday, July 1 st at 1 pm. VOLUNTEERS ARE NEEDED and there will be a sign-up sheet on the bulletin board in the Clubhouse. She also stated there will be a meeting Tuesday, May 30 th at 7 pm with the volunteers to go over the plans for the 4 th of July event at the Pavilion and then a final meeting on Thursday, June 15 th at 7 pm at the Clubhouse. Sandy Getz stated there is another Movie and Popcorn Night scheduled for Friday, May 26 th at 6:30 pm. and the movie will be Trolls. Sandy also stated the Member/Family Carnival has been rescheduled for Saturday, June 24 th from 1 to 4 pm. at the Pavilion due to a scheduling discrepancy. By-Laws and C & R s Committee: Nothing to report. Policies and Procedures: Nothing new at this time. VIII. IX. Comments from the floor (Agenda Items): Available for viewing in the office. ManagerPlus Report: Scott reported the hole in the siding of the Clubhouse has been repaired. The water heater at the Campground has been replaced. The pool temperature issue was looked into and it was determined that it was just a circuit breaker issue. The septic tank cleaning has been done and Scott suggested to the Board that this take place every year instead of every 2 years. X. Unfinished Business: The Agenda item of Electrical Upgrade to the Clubhouse has been tabled. No further information has been received since the last meeting. 9
Scott updated the Board on Malley s Well Drilling recommendations for a well at the Maintenance Building. He is asking anyone with a GPS app on their phone to please assist him in getting the footage from the Campground to the Maintenance Building for possibly boring a line from there and connecting to that line. (4) Director Bryant moves to have a survey done on Lot 554 to include the Access Right of Way down to the water and also where the well and electric are located, 2 nd by Director Pryde. (5) Director Holzer moves to ratify the email vote for the Annual Members Meeting catered meal, 2nd by Director Getz. At this time, the Agenda for the Annual Members Meeting was discussed. It was decided by the Board that the Agenda be in the same order as the 2015 Agenda. (6) Director Dombrowski moves to go out of order regarding the Agenda. 2nd by President Bridges. At this time, Director Dombrowski added Annual Members Meeting Raffle to New Business. XI. New Business: No ratification was necessary for the Agenda Item of Ratify email vote for sale of Lot 1314 due to the sale being cancelled by the Purchaser. (7) Director Dombrowski moves to ratify the email vote for the sale of Lot 1315, 2nd by Director Allen. All Ayes except Director Bryant who recused from voting, motion carried. (8) Director Dombrowski moves to ratify the email vote for the sale of Lot 219, 2nd by Director Holzer. All Ayes except Director Bryant who recused from voting, motion carried. (9) Director Pryde moves to ratify the email vote for the sale of Lot 8, 2nd by Director Allen. All Ayes except Director Bryant who recused from voting, motion carried. (10) Director Holzer moves to approve the Summer and Holiday hours for the Clubhouse and Pool as presented, 2nd by Director Bryant. (11) Director Holzer moves that the June Birch Bark be specifically for any election documentation and required notices along with the insertion of the President and Supervisor reports, 2nd by Director Getz. (12) Director Holzer moves to accept John Manninen s quote for an additional 100 cedar road signs to be made at a cost of $10.00 each, 2nd by Director Allen. At this time, the Board discussed the possibility of having a giveaway in the form of Assessment dues at the Annual Members Meeting. It was decided that the Attorney will be contacted concerning any legal issues. 10
XII. Comments from the Floor (For the Good of the Order): Available for viewing in the office. (13) Director Holzer moves to adjourn the meeting at 12:20 pm to Closed Session, 2nd by Director Allen. XIII. Closed Session: (14) Director Dombrowski moves to approve the C & R Violation Letter with the changes discussed, 2 nd by Director Holzer. At this time, Director Dombrowski left the meeting. (15) Director Allen moves to adjust Jeff Wheeler s compensation effective with his Anniversary date per Scott s recommendation, 2 nd by Director Getz. (16) Director Allen moves to adjust Vicky McClusky s compensation effective with her Anniversary date, 2 nd by Director Getz. A legal matter was discussed with no motions made. The Board went back into Open Session at 1:45 pm. (17) Director Bryant moves to ratify the above motions made in Closed Session, 2 nd by Director Allen. XIV. Adjournment: The meeting was adjourned at 1:47 pm with all Board Members voting Aye. Submitted by, Vicky McClusky, Secretary/Treasurer 11
2017 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 2017 WBLRA election, you must complete this application and return to the POST OFFICE BOX listed below. Absentee ballots will be sent out after June 15 th. To receive an Absentee Ballot, this application must be received at the Post Office by July 5 th, 2017. PRINT FULL NAME ADDRESS CITY, STATE & ZIP CODE LOT NUMBER(S) You may only vote for lots upon which you pay assessments-not CONTIGUOUS STATUS LOTS. MEMBER S SIGNATURE MUST BE SIGNED Member s Signature: (By signing this application, this 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 they will not permit a non-member, or member not in Good Standing to vote using the Absentee Ballot(s) they will be issued.) Return this Completed Application BY U.S. MAIL ONLY TO: White Birch Lakes Election P.O. Box 839 Farwell, Michigan 48622 Absentee Ballots may ONLY be received if requested by application in writing to the above P.O. Box. Applications for Absentee Ballots must be received by Wednesday, July 5, 2017 to receive a voting ballot by mail. Absentee Ballots must be received at the Post Office Box by 4 pm on Friday July 14, 2017 to be counted. If you do not receive a ballot, please contact the Secretary/Treasurer WBLRA at (989) 588-7169 Office Use Only Membership Status Verified (initials) Not Verified (initials) 12