Board of Director’s Meeting Minutes

December 11, 2003

Township Conference Room (Friendly’s)

 

Meeting called to order at 7:04 PM by Vice-President Roy Hart in Rick Parker’s absence.

 

Board members present:  Roy Hart, Lori Hovorka, Earl Baker, Larry Higgason, Richard Wanserski, Ray Murley, Stu Schauder and Dominic Smith

 

Board members absent:   Rick Parker

 

Guests:  Lauren Erickson and Ruth Wanserski

 

Member Comments:  When is the Trailword coming out? (mailed that same day!)  Is the new babysitting swap club covered in it?  (No, in future should send information to the Trailword Editor, Rick Parker).  Discussion about using adds in newsletter to defray costs of printing and mailing.  All ideas will be considered in future Board deliberations.

 

Meeting Adjourned at 7:20 PM to go into Executive Session.

 

Executive Session called to order at 7:25pm

 

Approval of Minutes:  The November 12, 2003 minutes were approved as distributed.  Larry expressed a need to step down from the Board in the near future.  A list of possible candidates was discussed and contacts will be made to find volunteers to fill two positions.

 

Treasurer’s Report:  Kirk Carlson had submitted a final Treasurer’s report reflecting year-to-date expenses through November of $20,065 which is $1168 under the YTD budget number.  Since Kirk has resigned it is necessary to find a new Treasurer.  In the interim, the Vice President and President will handle the duties, including mail pickup.

 

Committee Reports:

·         Welcoming: Lori reported the work is ongoing, will continue to collect items to include in the welcome package.

·         Luminaries: Lori has gotten a “certificate of exemption from taxes” from the supplier of candles.  Her committee will be making candle distribution starting on December 17.

·         Nominating Committee:  No report.

·         Roads: No report.

·         Strategic Planning:  No report.

Unfinished Business:

  1. Petition for Posts – After much discussion, it was agreed that we needed lots of information in order to make an informed decision about how to handle this petition and seek a vote from our membership.  A motion was made by Dick W, seconded by Lori H and passed by the Board to pursue the following steps as recommended by Larry H
    1. Research ownership of other creekbank property along other sections of Tonquish Creek within the Township, i.e. West to the Township Park and East to the Eastern boundary of the Township – Ray agreed to do this.
    2. Research how much monies the Association has spent over the past 27 years for commons maintenance, tree removal, insurance costs, settlements of lawsuits due to injuries in the commons, etc.  Dominic and Larry agreed to pursue this item.
    3. Determine costs of conducting a survey of the Commons boundaries.  Earl to obtain.
    4. Research what is being done by other associations with commons areas similar to ours.  Rick and Larry to do.
    5. Draft a set of rules and regulations for commons area usage.  Ray to lead.
    6. Be proactive with regard to marking of the commons area boundaries by the owners of the adjacent lots.  Suggest a meeting with all of these owners to discuss.  Larry, Rick and Lori to lead.
    7. Determine alternative cost options for making the commons a safe place.  Earl to pursue.
    8. Seek Township approval to transfer ownership of the commons areas to either the Township or some other organization as is allowed in our By-laws.  This is to be done last, after the data from all the other steps have been researched and compiled. 

            Lori H requested we schedule a special meeting with our attorney to learn more about legal precedence in this area.  Larry to schedule such a meeting after the holidays.  Larry will also document his notes from a prior discussion with the attorney that he had summarized at our last Board meeting.         

           

  1. CAI – Still being reviewed per L Higgason
  2. By-Law Revisions – Not discussed.
  3. Trailword – Was mailed today.
  4. Website –  Rick reported that we still need a new resource to assist with this area.
  5. Tree replacement on Canton Center – To be reviewed in the spring.
  6. Tree removal – Earl and Rick will follow-up with the contractor selected at the last meeting to be sure we have obtained the necessary documentation directly from the issuing agency and bonding authority and to validate worker’s compensation coverage.
  7. Ice Buildup Problems – Larry H moved, seconded by Lori H to request Township assistance in dealing with this problem on Dorian.  Motion passed.
  8. Website

 

New Business:

 

1.    Meeting dates and locations for 2004 – Agreed that 2nd Thursday each month in the Township offices will be continued.  Roy to schedule with the Township.

2.    Tree removal from private property near the commons – Trailword article advised homeowners to deal with the contractor directly.

3.    Parking ordinance – discussed the impact of this ordinance, and its enforcement.  No decision

4.    Adoption of 2004 Budget – Deferred

5.    Board Roles and Responsibilities – A chart was updated

 

Director Comments:  None

 

Meeting Adjourned at 9:15 PM

 

Next meeting on January 8, at 7pm at the Township Hall meeting room (the old Friendly’s).

 

Respectfully submitted on January 8, 2004, by Larry Higgason, Secretary