Bills Lake Association
Minutes
May 23, 2009

President Dan Coby called the meeting to order at 10:10 am, asking for all in attendance to be forwarned: this was his first meeting as our elected President and he was brand new to the Board President game.  He thanked everyone for their support.  Members showed their appreciation for Dan agreeing to take on the role.

First order of business was to introduce and welcome new residents.  The Woodcocks of the Apache Zone and the Ingalls of Hiawatha Zone introduced themselves.

The minutes of the Labor Day weekend meeting were read by Ed Waits.  Motion made to accept minutes as read, seconded and approved.

Ken Huizen donated a sweatshirt from the limited edition Huizen collection of Bills Lake Fine Apparel for the 50/50 raffle.

Jim Tower presented the Treasurer’s Report.  Aside from taxes and utilities, no activity of note since last report.  Balances reported: $424.19 in checking and $6,014.93 in savings, for total of $6,493.12 in Association funds.  Zone envelopes were distributed to zone leaders in attendance for collection of annual dues.  Jim noted that our Treasury surely benefits from the generous Association members who donate above and beyond the official dues amount of $15.  Zone reps were asked to please remind residents that the dues pay for taxes, utilities, water testing, and (most importantly) July 4 hardware that is handed out to the athletes and competitors of Bills Lake.

Jim asked that anyone who might still have any inventory of flares please contact him and let him know how many they have, as he will soon be placing the order for this year’s supply.  Ed Waits mentioned he had several boxes on hand.  No one else confessed to having a stockpile of flares.  Ed felt confident he likely had the bulk of the surplus supply.

Jim reminded members that, as a result of a motion from our Labor Day 2008 Association meeting regarding the desire to make additional ($300) donation to Camp Trotter, a letter had been sent to the Department of Michigan Veterans of Foreign Wars in September.  Jim had not received a reply to the letter.  However, much better than a letter, two representatives of Camp Trotter/VFW were in attendance, to make themselves available to discuss the matter with members.

Motion was made to accept the Treasurer’s Report as submitted, seconded, approved.

Jim introduced Gene Furgason, Camp Trotter Director.  Accompanying Gene was Rick Redfern, State Commander of Department of Michigan Veterans of Foreign Wars.  Both thanked the Association for our perennial support.  Dan Coby asked the gentlemen what things might be on Camp Trotter’s wish list.  Gene explained that funds have already been allocated for the major capital improvement projects such as windows, roof replacement and repair, stoops and stairs to be replaced, etc.   Furthermore, all the bunks will soon need to be brought up to code.  However, most helpful would be funds to purchase furniture needed for the cabins.  Specifically, new 3-drawer chests that can withstand rough duty.  Question was raised as to whether they would accept used, and Gene replied that they would prefer to have new, matching, durable and sturdy chests.  As several chests are needed for each of the 6 cabins, discussion ensued re: the fact that the funds that we are in the position to donate would be a drop in the bucket toward what would be needed for the furniture project.  The question was asked re: had VFW determined a projected cost for the furniture?  Gene and Rick answered that, no, such a figure had not been finalized, but they were in process of shopping and investigating.

Gene let us all know that, due to his work obligations, he will be resigning as Camp Director, so the Dept of MI VFW will be naming a new Director.  Gene also mentioned that Camp Trotter Days were running over the Memorial Weekend as a fundraiser.  Families come and stay, there are games and activities, including a $10 steak fry on Saturday evening, and we all are very welcome to stop by and check out the events.

Attendees mentioned to Gene and Rick that the Association had also discussed the idea of donating funds to help with scholarship for camp fees, and asked if Gene could explain the cost per camper.  Gene reported that the Camping Fee is $185 per week, which is quite reasonable when compared to other camps.   And, unlike most typical camps, there is neither a camp store nor any activities requiring additional cash, so the campers do not need to bring any money with them to camp.  Any child can apply to camp via the VFW or auxiliary, and no personal VFW affiliation is required.   All kids, ages 7-12 are eligible.  Camp runs for 5 weeks, beginning the first week of July.  Capacity is 88 campers per week, and they’ve been averaging 60 or so the last few summers.  They had considered expanding the age to 14/15, to broaden the pool of children to attend, but it was decided that camp staff did not want to take on all the issues associated with dealing with a population of older/adolescent campers.  13-15 year olds definitely have much different ideas re: how to spend their time vs. 7-12 year olds!  This year, it seems that all camp attendance is projected to be down.  VFW does offer scholarships – children of anyone deployed are eligible.  Gene and Rick invited all to check out the camp on the VFW website www.vfwmi.org.

It was noted that Camp Trotter is the only VFW children’s camp in the USA.

Question was asked re: If we donate to sponsor 3 campers, who chooses the kids?  Answer from Gene and Rick was that the Association could pick, or the Association could leave it to the VFW to choose which children would receive scholarship funds.  They noted that VFW always has a list of kids who could benefit from scholarship.  For example, they often approach schools to ask for names of children who would be camper candidates.

Gene and Rick again thanked the Association for our support, and left us with their good wishes and the hope that they are good neighbors to their friends at Bills Lake.

Next order of business was Communication – in particular, newsletter distribution.  Dan and Jim noted that we spend about $300 per year producing and distributing hard copies of the newsletter.  It was recognized that not everyone is online/has access to a computer/uses email and the web.  However, most in attendance understood that we need to find a way to wean ourselves off of the present hard copy routine.  Dan was not calling for a motion or any resolution at the meeting, but just asked that we please think about this issue, especially questions such as: how do we make sure copies get to those who want them but do not have computers/web access.  It was noted that much more Association information, photos, lake trivia, etc. is available on the website than will ever be published in a hard copy newsletter.  As we all wish to reduce the printing cost, Dan and Ed asked that everyone makes sure that Ed has their proper email address, as Ed does send an email blast out to everyone, announcing when the newsletter has been posted to our Bills Lake website.  That’s www.billslake.net, by the way!  (not “.org”, not “.com”...).  It was again noted that we are not speaking of an abrupt end to the distribution of the newsletter, but that it should be phased out.  A member very thoughtfully suggested that we should be good neighbors to those that we know do not have access to the web and simply print a copy for them, on our own computers at home.  It was suggested that each zone rep poll their residents re: need a hard copy?  If yes, then ask them if they prefer hand deliver or snail mail?  All zone reps were asked to report back to Dan with the feedback from their residents.

It was then asked if we need to continue with the printing of hard copies of the Directory.  It was noted that, since the Directory will never be posted on the website (privacy issues), it was probably a good idea to keep 10 or so hard copies available.   Question was asked, “Can residents receive a soft copy of the Directory via email?”  Answer, “Yes.  Just pop an email to Ed Waits, and he’ll happily forward you the latest version.”  Ed’s email address is edwaits@charter.net.

We then moved on from the stimulating discussion of hard copies to the exciting world of Lake Testing.  Ed Waits suggested that everyone should check out the longwinded report on the website, where they’ll find everything they ever wanted to know about Lake Testing Reports.  Ed reminded us of the incredible readings we had in 2008.  Surely we won’t see transparency readings like those every year.  Ed noted a transparency reading of 17 feet during the previous week, and a reading of 16 feet on Friday May 24.

Dan the asked everyone to note the signs being passed around re: Association Membership.  The signs were on loan from Hess Lake.  Item for discussion (again, just discussion, no call for formal resolution at today’s meeting) was consideration of whether or not dues paying Association Members would find benefit in getting a sign to post, declaring their membership status.  Lots of random comments offered, considering pros and cons of this idea.  Scribe sensed that the mood of the room was generally not for the idea.  Comment was made that with a $15 due schedule and a $4 cost per sign, there was hardly a financial benefit to be derived.  Several of those in attendance said they would perceive no benefit from posting a sign declaring them official Association members, and that they would pay their dues, with or without a sign.  It was noted that we have good (not excellent – but good) participation re: % of residents who pay dues each year, so there was likely not a huge upside to be achieved re: additional dues coming in.  Jim Tower reminded everyone that we already enjoy $400+ in a typical year re: extra funds donated over and above dues.

Dan next asked for further discussion of the Camp Trotter donation and their wish to obtain furniture for the cabins.  Jim reminded all that we still need to fund the $300 donation that was approved at the 2008 Labor Day weekend meeting.  A member asked that we clarify the total $$ donation we are now speaking of funding.  Another member suggested that it was most appropriate of Jim, as Treasurer, to suggest a $$ amount that was comfortable for our Treasury.  Jim responded that, including the $300 previously approved, a total 2009 gift of anywhere from $700 - $1,000 would be fine.   Question was asked, “What amount do we need to keep in our Treasury to comfortably cover our basics?”  Jim’s answer, “$6,000.”  A motion was made that we donate $1,000 to Camp Trotter, and fund that donation, right away.  Motion was seconded and approved by all in attendance.

Ed Waits noted that we have bragging rights re: our Association is about Good Works.  We should all be proud that we use our funds to support the last operating VFW children’s camp v. spending on items such as Association Member signs, and this will be noted in the next newsletter.

Dan mentioned that the Association Grounds could use some TLC – especially regarding clean-up of downed trees, brush, etc.   Association members are welcome to volunteer to help, and if anyone would like to organize a work party, please feel free to contact Dan.

Dan next noted that there had been mention of some concern regarding the soundness of the structure of our beloved outhouse, and thus the safety of same.  All should remember that if we tear it down, code would not allow us to put another up.   Several members suggested we take it down, as it is used very rarely and actually could be an “attractive nuisance.”  Other members mentioned that they use the outhouse when on their walk around the lake.  Another member suggested that walkers could use the outhouse by the boat launch, and that outhouse was a much nicer facility (scribe notes that “nicer” is a relative term, when referring to outhouses).  Question was posed, “Would our insurance premium drop if the outhouse were gone?”  Answer, “Unknown, but likely would not be a material decrease.”  It was suggested that, if the outhouse was removed, we could always rent port-a-johns for specific events, etc.  Another member noted that we should probably also check with Camp Trotter re: whether or not they stop to use the outhouse when they take the kids on wagon rids, hikes, etc.  Random discussion, no resolution, anticipate this item will be raised at next meeting.

Time to Celebrate!  Dan turned to discussion of July 4th.  Flares are available again this year.  Suggestion was made that Zone Reps just have them available at their homes for residents to pick up v. delivering.  It was asked that a note be put in the Newsletter re: Residents should check with their Zone Rep regarding flares for this year’s festivities.

Eagle sightings were noted by several in attendance.

Dan called for any further new business:

It was noted that walkers would appreciate a mention to be made in the newsletter re: dog owners need to restrain their pets.   Walkers have been threatened and even bitten by dogs on and around the lake.  It was suggested that any such incident should be reported to animal control.

Garage Sale will be held Friday June 5 and Saturday June 6.

Fox Zone needs a Zone Rep, so there is a call for a volunteer.

Saturday May 30 is the Grand Opening of the new Lake Street Library.   2000 donated books fill the shelves of this wonderful asset for Bills Lake residents.  Donated books are appreciated.   The Library offers strictly books (no dvds, etc.) and is run by Barb and Steve Neurither of 8865 Lake Street.

Bills Lake Apparel – new t-shirts are available.   Crew necks are on sale for $10.  Lots of goodies – please stop by the Huizen’s place and do a little shopping!

Hard copy of the Newsletter is available for anyone who would like.

50/50 raffle ($31) was won by Jim Tower and promptly donated directly back into the Treasury.   The donated sweatshirt was won by George Kuker.

Meeting was Adjourned at 11:15am.

Respectfully submitted,

Martha I Gabrielse, pointe a tracer du jour