08/13/2022
Woodland Park Association, Inc.
Annual Meeting
Saturday, August 6, 2022
President Walter Cordes called the meeting to order at 9:00 AM.
ROLL CALL
Wally Cordes asked Secretary Mark Scruggs to call the roll, who determined there were 23 lot owners in attendance. There are 41 total dues paying lots in Woodland Park with two of the residents owning two lots each. The 23 lot owners in attendance plus eight proxies were determined to constitute a quorum by Mr. Scruggs.
REMEMBRANCE
A moment of silence was observed to honor the passing of longtime resident Chris Bentley. If you know of any additional passing’s that were overlooked, please let the board know so that they will be recognized at next year’s meeting.
MINUTES OF 2021 MEETING
Wally Cordes advised that the minutes of the 2021 Annual Meeting (Board Meeting in lieu of Annual Meeting due to Covid) had been previously emailed to all lot owners last August. A motion to approve those minutes was seconded and approved by unanimous vote.
TREE REPORT
Mark Scruggs presented a short history of the spruce budworm problem in Woodland Park and our ongoing efforts to minimize the damage and grey appearance of the park and replace trees that we have lost. Spruce budworm first begin showing up in WP about 8 years ago in the form of dying, greying spruce and fir trees. The Board consulted with Michigan State DNR and others about the problem and after much discussion and research, approved a tree removal and replacement program in 2016 to remove dead and dying grey trees and to enhance the middle of the park. Cost of the three-year tree removal program was $24,600. Replacement costs have been approximately $500 per 6-8’ tree, including installation and mulch.
Balsam Fir is most susceptible to spruce budworm, but it also affects White, Red and Black Spruce. Most of the forest in the middle of the park is comprised of cedar, fir and spruce, with the eastern end of the park hardest hit by the spruce budworm. Numerous dead trees were removed on the eastern end of the park in the winter of 2016-2017. During the winter of 2017-2018, additional dead or dying trees were removed around the remaining perimeter of the park to a depth of 30 feet from the road. Lastly, select pockets of dead or dying trees were removed during the final year of the removal program over the winter of 2018-2019.
CALL TO ORDER
After researching various options for planting new trees, the board selected Blue Spruce, Norway Spruce, Red Oak and Sugar Maple as initial species to plant for the reforestation pilot project in the middle of the park in 2019. Two 6’-8’ tall trees of each species were planted in late spring of 2019 by K-WOZ Landscaping (total 8 trees), at a cost of $3,380.
The trees were monitored from 2019 to 2021 and the trees that were planted are all healthy. Even though the maples and oaks are still thriving and will provide shade and fall color for years to come, the board recommends planting only Blue and Norway Spruce in the future due to resistance to spruce budworm and deer, screening ability and appearance.
At the 2021 Board Meeting, the board approved $3000 for the planting of six spruce trees during the fall of 2021. With donations totaling $2674 by Chris and Crissy Horsburgh, Kip and Jean Horsburgh and Wendy Treacher, an additional five spruce trees were planted to bring the total trees planted to 11 trees during 2021-2022. Thanks to these generous donations, the net cost to Woodland Park was approximately $3000 for 11 trees. Additional donations from residents are strongly encouraged.
Since 2018, a total of 19 trees have been planted in Woodland Park at a net cost of $6380.
Due to higher costs in park operations the past year, the board is not recommending new additional tree plantings for 2022-2023.
A few reminders for residents regarding trees:
1) Please strongly consider removing dead or almost dead grey trees on your property near the road for falling safety and appearance.
2) Please remove trees on your property that have been cut down. Don’t let them act as kindling in the event of a fire.
3) Please do not stack any dead trees, limbs or debris in the center of the park.
ROADS AND GROUNDS REPORT
Kip Horsburgh, serving as Acting Chairman of the Roads and Grounds Committee, reported that the cost for this budget category was significantly higher than normal due to above average road grading and snow plowing costs. The cost for snow plowing was the second highest it’s been in six years at nearly $4000. Roads were in bad shape this spring with deep ruts, soft wet conditions and very little remaining gravel to create a firm base.
Kip explained that in his view, there have been significant changes to traffic patterns in the park in the last few years including more year-round and extended seasonal residents; higher summer usage of homes; increased construction and significant renovation creating much more additional contractor traffic; and an increase in delivery service traffic like Amazon, FedEx, UPS, etc. resulting in much more traffic than ever before. As a result, the Woodland Park roads have taken a beating over the last several years.
After the first two road gradings this spring were largely ineffective, Kip consulted with Sherlund Excavating, who made the following observations and recommendations:
1) The gravel base has progressively gotten thinner over the years, resulting in a very hard base that freezes easier, is harder to grade and requires more frequent gradings. More gravel is
badly needed, and they recommended up to 30 loads of gravel to be installed and graded to create lower maintenance road with a smoother surface and less potholes. We have been installing only about 2-3 loads per year.
2) With annual budgetary constraints in mind, the Board recommended a three-year plan of up to 10 loads of gravel per year, at a cost of about $5000 per year. To improve the road immediately and create a good base, we spent $7000 for gravel and grading, which is approximately 75% more than budgeted. The results have been excellent, with the road in much better shape this summer.
Repairs to aging park signage were completed at a cost of $2900. The vertical posts rotted through on the main sign at the entry to Woodland Park and were replaced. In addition, the two 15 MPH speed limit signs were 25 years old and were repaired and painted.
Fallen trees due to the spruce budworm and other factors continue to require management. The cost to remove fallen trees near roads, driveways or power lines was approximately $3000
CAPITAL IMPROVEMENT COMMITTEE REPORT
Kip, who serves as Chairman of the Capital Improvements Committee, reported that minor costs for capital expenditures included Sherlund installing a new culvert under Crooked Tree Road near the Dahlquist property to alleviate major standing water build up over the past 3 years. The cost for the new culvert was $1600 and appears to have improved the drainage greatly.
He also voiced the opinion that the Park looks good again this summer. The middle of the park has continued to develop a greener appearance after the removal of so many dead trees in 2016-2019 and allowing sunlight in to green up the cedars and other trees. As discussed previously in the tree report, capital expenditures also include a net cost of $3000 for 11 trees planted in the fall of 2021.
FINANCE COMMITTEE REPORT
Emily Tobias reported that deficit spending was required this past year to address important operating issues. Projected expenses of $21,134 were higher than normal due to higher-than-expected snow removal, road grading, sign repair and fallen tree removal costs. Since we had to dip into reserves to cover these costs, our cash position has been reduced and now stands at $9816. Our goal for the reserve account is to keep one year’s average operating expense on hand, and we are currently below that level.
As discussed above, capital expenditures for 2021-2022 were $4600, including a new culvert installed under Crooked Tree Lane and 11 new spruce trees planted in the middle of the park.
Dues payments of $400 each from all 41 dues paying lots, plus the tree planting donations of $2674 resulted in a total revenue of $19,074 for 2021-2022.
After discussion and previous reports by the Roads & Grounds Committee and the Capital Improvement Committee, Bob Gottlieb made a motion that the Annual Fee for 2022-2023 be set at $600, which includes $500 in dues to cover normal operations, plus an additional $100 capital assessment to begin funding the reserve account back to normal levels. The motion was seconded, and approved by unanimous consent.
Residents are encouraged to forward their checks for the total $600 fee to Emily Tobias as soon as possible. Please make checks payable to the Woodland
Park Association.
Below are Emily Tobias’ addresses for your convenience:
2092 South Woodland Road Cedarville MI 49719
After August 19th, please use:
1336 North Cranbrook Rd Bloomfield Village, MI 48301
NOMINATING COMMITTEE
Bob Gottlieb reported that two Director seats (Wally Cordes and Kathy Duman) will expire as of this July 31, and that they were both willing to serve for another term. The board discussed the long-term service of several members of the board and the future need to add new members. Jon Hansen nominated Kellee Hansen to serve on the board, due to her experience with non-profits, technology, etc. With no additional nominations from the floor, Wally Cordes asked Mark Scruggs to conduct a vote. After a show of hands, Wally and Kathy were re-elected to three-year terms. The vote was seconded and approved with one outstanding vote.
It was noted that the Director terms are now as follows:
2020-2023 2021-2024 2022-2025
B. Gottlieb, Mark Scruggs C. Hake, K. Horsburgh W. Cordes, K. Duman
PARK RESTRICTIONS AND RESIDENT CONCERNS
The board discussed several issues and concerns brought forward by residents, including the following:
1) A good discussion took place regarding the park’s aging drainage system, including its design and the need for maintaining and cleaning out the culverts. Cedar droppings and other debris collects in the culverts and french drain system blocking water flow, resulting in frozen culverts and standing water over the winter and spring. The board advised that culverts will be inspected and maintained by Sherlund.
2) Once again, this year, several residents expressed concern about dogs that are aggressive toward walkers and other leashed dogs on the park road. All residents should be able walk on park roads without fear of being attacked or approached aggressively by out-of-control dogs. Residents should control their dogs in the park, whether on their own or common WPA property. Please be respectful of other walkers, by observing leash laws when walking your dog. The board and WPA have no legal jurisdiction over barking or aggressive dogs. This topic has been brought up the last few years. From Wally’s previous suggestions, talk to your neighbor first about dog issues and if that does not resolve
the problem, the next step is getting the county sheriff involved. The sheriff has offered his cooperation in helping to handle nuisance dogs.
3) Please be respectful or your neighbors and clean up after your dogs while walking in the park.
4) A request was made to have Woodland Park become more tech savvy including a website that might allow posting of minutes, payment of dues, etc. and to possibly conduct annual meetings via zoom. Some residents cannot attend the annual meeting for various reasons, and this would allow more people to participate. Wally advised that the board investigated zoom meetings during Covid and the difficulty of having residents use zoom was prohibitive. However, the Board is willing to consider upgrading our tech capabilities at a small cost and will investigate.
5) A suggestion was made to apply for a grant to aide in cost of tree planting. The board asked the DNR if state grants were available in 2016 and none were, but maybe things have changed, and we would be open to applying for grants with resident help. Since none of the board members have grant preparation expertise, Jon Hansen suggested his wife Kellee may be interested in helping with grant applications and that she will advise the board.
6) Please stop or slow down when entering or exiting the Park entrance.
7) The board would like to remind all residents to submit plans for new construction or major renovations so the board can review and ensure that compliance with park rules is adhered to. The board would like to recognize Wendy Bentley and family for submitting guest house plans prior to starting construction and adhering to park regulations.
ELECTION OF OFFICERS
At the conclusion of the meeting, the officers were elected for the 2022-23 year, as follows:
Wally, President Kip, Vice President Mark, Secretary Emily, Accountant
Respectfully submitted,
Mark Scruggs Director and Secretary
Web Page Link: https://www.facebook.com/pages/Woodland-Park-Association/241269569304810?ref=hl
Woodland Park Association is a private homeowner's association located in Cedarville (Clark Twp), Michigan and considered the prime of the Les Cheneaux Island properties. It's beauty and solitude is maintained by property owner annual dues. Walter Cordes
