2018 Board Minutes

Content Classification: 

2018-01-22

Brookfield Heritage Neighborhood Association
Executive Committee Minutes
January 22, 2018

  1. Call to order
  2. Phil called the regular meeting to order at 7:30 p.m. at the Grand Traverse Pie Company meeting room.

  3. Roll call
  4. Present: Hassan Alizadeh, Jennifer Castner, Phil Eisenlohr, John Hays, Jeff Johnson, Bill Martin, Alan Munn and Mike Benedict.

    Absent: Kathy Prince.

  5. Guests
  6. Heather Robertson, Donna Mullins, Liz Miller, Beth Miller, Dave Finet, and Chris Roots of E.L. Info.

  7. October 16, 2017 minutes.
  8. It was moved by Jennifer and seconded by Alan to approve the October 16, 2017 minutes as presented. All yeas. Motion carried.

  9. Comments from the floor
  10. Heather Robinson raised concerns about abusive comments sent out over the neighborhood Facebook page. She requested that rules of conduct be established to reduce or eliminate the behavior. It was moved by Jennifer and supported by Alan that Jennifer will search out a moderator for our Facebook page who is not a Board member. All yeas. Motion carried.

  11. Treasurer’s Report
  12. Alan reported that there are no substantial changes in the financial condition of the Association. He noted that there is currently a balance of $3,277 in available funds. He also noted that Tim and Cyndee Dawson contributed $200 to the tree fund.

  13. Illegal neighborhood covenants
  14. John provided a brief synopsis of actions to date to try and remove illegal language from the neighborhood covenants. He suggested the Board consider asking for a declaratory judgment from the circuit court which would allow the Association to remove the illegal language. Further suggestions included seeking the advice of a lawyer experienced in community issues to review this matter, finding out how other neighborhood associations in and out of the city have dealt with this issue, and approaching the State Legislature to approve legislation which would allow this language to be deleted from the covenant. It was moved by Mike and seconded by Jennifer to expand the illegal neighborhood covenant committee to include Liz and Beth Miller. All yeas. Motion carried.

  15. Traffic issues on Roseland
  16. Jennifer and Bill indicated they had not done much work on this matter because the winter weather naturally slows down traffic through the neighborhood. They will study this matter when the weather warms and the streets are cleared of ice and snow.

  17. Changes to the Constitution
  18. Jeff and Mike indicated they had drafted an amended constitution. It was moved by Mike and seconded by Jennifer that the draft constitution be reviewed prior to the next meeting of the Board and acted on by the Board at its May meeting. If a draft is approved, it will then go to the neighborhood for consideration with the neighborhood voting on the amended constitution at the annual meeting of 2018. All yeas. Motion carried.

  19. Adjournment
  20. There being no further business, the Board adjourned at 9:00 p.m.

These minutes were unanimously approved by the Board at its regular meeting of May 14, 2018.

Mike Benedict, Secretary

Content Classification: 

2018-05-14

Brookfield Heritage Neighborhood Association
Executive Committee Minutes
May 14, 2018

  1. Call to order
  2. Phil called the regular meeting to order at 7:30 p.m. at the Grand Traverse Pie Company meeting room.

  3. Roll call
  4. Present: Jennifer Castner, Phil Eisenlohr, John Hays, Jeff Johnson, Bill Martin, Kevin Poli* and Mike Benedict.

    Absent: Hassan Alizadeh and Alan Munn

    Guests: Liz Miller and Kathy Prince.

  5. January 22, 2018 minutes.
  6. It was moved by Jennifer and seconded by John to approve the January 22, 2018 minutes as presented. All yeas. Motion carried.

  7. Jennifer asked for suggestions for the next newsletter and received the following comments:
    1. Traffic study status
    2. Trees
    3. Illegal covenants
    4. Constitution amendments
    5. Annual neighborhood picnic
  8. Comments from the floor
  9. There were no comments from the floor.

  10. Treasurer’s Report
  11. Phil reported that there have been no substantial changes relative to former times.

  12. Illegal neighborhood covenants
  13. John, Liz, and Kathy provided a brief synopsis of actions to date to try and remove illegal language from the neighborhood covenants. Liz noted she has tried to research other neighborhoods. She found two, Pine Crest and Glencairn, that solved their problem by simply not renewing their covenants. There was possibly a third neighborhood in East Lansing and three in Lansing, but she did not know their status. John spoke with Judy Putnam to see if she had received any response to her February newspaper article. Judy sent him two emails which had mentioned restrictions in the Lansing Colonial Village sub and one in the East Lansing Spartan Manor sub. Neither reported that anything had been done to remove the restrictions. Judy said she had also heard that the Flower Pot sub had some sort of objectionable restrictions. John was asked to research attorneys to determine who would best represent the Association in seeking a declaratory judgment from the circuit court and to report back at the next meeting.

  14. Traffic issues on Roseland
  15. Jennifer and Bill indicated they had not done much work on this matter because the winter weather naturally slows down traffic through the neighborhood. They will study this matter when the weather warms and the streets are cleared of ice and snow. Jennifer noted she had reviewed the city’s traffic study process and will contact the city to determine what the Association needs to do to have a study performed on Roseland, ideally in Sep and/or Oct 2018.

  16. Changes to the Constitution
  17. Jeff and Mike presented the Board with a 3rd draft of an amended constitution. A few amendments were suggested and will be incorporated as a 4th draft. The 4th draft will then be sent to the Board for final review and editing.  

  18. Adjournment
  19. There being no further business, the Board adjourned at 9:20 p.m.

*Kevin was appointed to complete the balance of the year resulting from Kathy Prince resigning her seat on the Board.

 Minutes prepared by Mike Benedict, Secretary

Content Classification: 

2018-07-30

Brookfield Heritage Neighborhood Association

Executive Committee Minutes

July 30, 2018 

DRAFT

1. Call to order 

Philip called the regular meeting to order at 7:30 p.m. at the Grand Traverse Pie Company meeting room. 

2. Roll call 

Present: Phil Eisenlohr, John Hays, Alan Munn, Bill Martin, Kevin Poli and Mike Benedict. 

Absent: Jennifer Castner, Hassan Alizadeh and Jeff Johnson.  

Guests: No guests were present. 

3. Approval of previous meeting minutes. 

It was moved by John and seconded by Bill to approve the May 14, 2018 minutes as amended. All yeas. Motion carried. 

4. Treasurer’s report.

Alan reported on the account balances as of 07/30/2018. There is $103.32 in checking and $3,008.86 in savings for a grand total of $3,112.18. He also noted there were expenses for web hosting (an annual fee) of $131.88 and domain registration (an annual fee) of $14.95 for a grand total of $146.83.

It was moved by Kevin and seconded by Mike to approve the report. All yeas. Motion carried. 

5. Comments from the floor. 

There were no comments from the floor.

 6. Committee reports:

A. Illegal neighborhood covenants – John reported he has found a Michigan case that says if you don’t have a provision to remove language from a covenant, the language can only be removed where there is 100% concurrence by the neighborhood association.  Therefore, the only option left to the BHNA seems to be going to Court for a declaratory judgment asking the Court to approve removing the language. John will likely be the plaintiff and the Association will need an attorney to represent us. John is researching attorneys to see who should be contracted and he will work with the attorney to keep costs down. He also will work with Jennifer to prepare an article for the newsletter explaining the Board’s actions. 

B. Traffic committee – Bill indicated that after careful but casual observation of traffic in the neighborhood, there does not seem to be a serious traffic problem. The committee, however, will request the city do a traffic study in the fall after students return to college. 

C. Amended Constitution – Mike reported there have been no comments received regarding the amended Constitution. He will work with Jennifer to prepare a brief synopsis of changes that have been proposed and why the Board feels they are necessary. 

7. Newsletter items to be sent out prior to the Neighborhood Annual Meeting:

A. Traffic report

B. Illegal neighborhood covenants

C. Amended Constitution

D. Election of Officers to the Board

8. Neighborhood picnic planning – certain duties were assigned as follows:

A.  Alan to prepare an agenda.

B.  Mike to try and encourage people to run for the Board.

C.  Jeff to collect signatures on Maplewood to petition the street to be closed for the picnic (already done by Philip, Aug 7). 

D.  Notice of meeting to be handled by Jennifer and Bill.

E.  Jeff to inventory what products we have and what we need for the picnic. 

F.  Alan to ask people to bring card tables and chairs. He will also contact the balloon guy and work with Erin to get a popcorn machine for the day. He will also put out signs letting people know of the picnic, write a $50 check to the city as required by city ordinance, and see if he can find a barbecue for the day.

G.  Philip will write a letter to the city to get approval for the picnic. 

H.  Bill will put up and take down the barricades provided by the city on the day of the picnic.

I.  The Board will meet at Alan’s home at 164 Oakland Drive for a meeting to further discuss plans for the picnic and annual meeting. The meeting will be on August 30 at 7:30 p.m.

9. There being no further business, the meeting was adjourned at 8:52 p.m. 

Minutes drafted by Mike Benedict, Secretary 

Content Classification: 

2018-10-01

BHNA Executive Committee
October 1, 2018

1. Call to order – Philip called the regular meeting to order at 7:30 p.m. at his house

2. Roll call

Present: Phil Eisenlohr, John Hays, Alan Munn, Bill Martin, Kevin Poli, Jennifer Castner,  Heather Robertson, and Hassan Alizadeh

Absent: Jeff Johnson. 

Guests: No guests were present.

New board positions proposed and voted in:

            President: Philip Eisenlohr
            VP: John Hays
            Secretary: Kevin Poli
            Treasurer: Alan Munn
            Communications: Jennifer Castner
            At large:  Bill Martin, Hassan Alizadeh, Jeff Johnson, Heather Robertson      

3. Sept 9, 2018 minutes – Neighborhood Picnic

Votes for board members Kevin Poli, Alan Munn, Philip Eisenlohr  to serve terms 2018–2021 and for Heather Robinson to serve out the remainder of Kathy Prince’s term (2016–2019)

- Motion to accept the updated constitution passed

- Update on Deed restrictions

- Book club news

- Altmann city update

4. Treasurer’s report – Alan reported there is no Treasurer's report for this meeting. 

6. Discussions:

A. Illegal neighborhood covenants – John showed a letter from an attorney outlining the process to revise the Covenant.  We will combine signatures for Covenant renewal with changes to the Covenant.

i. 100% approval is required for changes to the Covenant.  66 & 2/3 required for renewal.

ii. Document collecting signatures for renewal and affirming changes at the same time.

iii. We will start going door to door and follow up with registered mail for anyone we cannot contact directly.

iv. If necessary, a process server could be hired to find missing property owners.  This would be expensive and would be a last resort.

v. John will draft a document to be signed for these purposes and submit it to the board for review.  He will also try to reach out to Curtis Hertel about possible legislation that would make this easier.

B. Annual reports: Now that the new board is identified, Alan Munn will prepare and submit the Annual reports for 2017 and 2018.

C. Amended Constitution – Amended Constitution – Mike reported (in a written note) there have been no comments received regarding the amended Constitution. He will work with Jennifer to prepare a brief synopsis of changes that have been proposed and why the Board feels they are necessary.

D. Welcoming committee – newly formed consisting of Heather, Jennifer, and Kevin and Mike Benedict.

E. Future meetings: Jan 14, May 13, July 29, all at 7:30pm at GTPC.  Annual picnic Sept 8 from 4-6pm.

Minutes drafted by Kevin Poli, Secretary

October 1, 2018

 

1. Call to order – Philip called the regular meeting to order at 7:30 p.m. at his house

2. Roll call

Present: Phil Eisenlohr, John Hays, Alan Munn, Bill Martin, Kevin Poli, Jennifer Castner,  Heather Robertson,

                and Hassan Alizadeh

Absent: Jeff Johnson. 

Guests: No guests were present.

New board positions proposed and voted in:

            President: Philip Eisenlohr

            VP: John Hays

            Secretary: Kevin Poli

            Treasurer: Alan Munn

            Communications: Jennifer Castner

            At large:  Bill Martin, Hassan Alizadeh, Jeff Johnson, Heather Robertson      

3. Sept 9, 2018 minutes – Neighborhood Picnic

- Votes for board members Kevin Poli, Alan Munn, Philip Eisenlohr  to serve terms 2018–2021 and for Heather Robinson to serve out the remainder of Kathy Prince’s term (2016–2019)

- Motion to accept the updated constitution passed

- Update on Deed restrictions

- Book club news

- Altmann city update

4. Treasurer’s report – Alan reported there is no Treasurers report for this meeting. 

6. Discussions:

A. Illegal neighborhood covenants – John showed a letter from an attorney outlining the process to revise the Covenant.  We will combine signatures for Covenant renewal with changes to the Covenant.

1. 100% approval is required for changes to the Covenant.  66 & 2/3 required for renewal.

2. Document collecting signatures for renewal and affirming changes at the same time.

3. We will start going door to door and follow up with registered mail for anyone we cannot contact directly.

4. If necessary, a process server could be hired to find missing property owners.  This would be expensive and would be a last resort.

5. John will draft a document to be signed for these purposes and submit it to the board for review.  He will also try to reach out to Curtis Hertel about possible legislation that would make this easier.

B. Annual reports: Now that the new board is identified, Alan Munn will prepare and submit the Annual reports for 2017 and 2018.

C. Amended Constitution – Amended Constitution – Mike reported (in a written note) there have been no comments received regarding the amended Constitution. He will work with Jennifer to prepare a brief synopsis of changes that have been proposed and why the Board feels they are necessary.

D. Welcoming committee – newly formed consisting of Heather, Jennifer, and Kevin and Mike Benedict.

E. Future meetings: Jan 14, May 13, July 29, all at 7:30pm at GTPC.  Annual picnic Sept 8 from 4-6pm.

Minutes drafted by Kevin Poli, Secretary

October 1, 2018

1. Call to order – Philip called the regular meeting to order at 7:30 p.m. at his house

2. Roll call

Present: Phil Eisenlohr, John Hays, Alan Munn, Bill Martin, Kevin Poli, Jennifer Castner,  Heather Robertson,

                and Hassan Alizadeh

Absent: Jeff Johnson. 

Guests: No guests were present.

New board positions proposed and voted in:

            President: Philip Eisenlohr

            VP: John Hays

            Secretary: Kevin Poli

            Treasurer: Alan Munn

            Communications: Jennifer Castner

            At large:  Bill Martin, Hassan Alizadeh, Jeff Johnson, Heather Robertson      

3. Sept 9, 2018 minutes – Neighborhood Picnic

- Votes for board members Kevin Poli, Alan Munn, Philip Eisenlohr  to serve terms 2018–2021 and for Heather Robinson to serve out the remainder of Kathy Prince’s term (2016–2019)

- Motion to accept the updated constitution passed

- Update on Deed restrictions

- Book club news

- Altmann city update

4. Treasurer’s report – Alan reported there is no Treasurers report for this meeting. 

6. Discussions:

A. Illegal neighborhood covenants – John showed a letter from an attorney outlining the process to revise the Covenant.  We will combine signatures for Covenant renewal with changes to the Covenant.

1. 100% approval is required for changes to the Covenant.  66 & 2/3 required for renewal.

2. Document collecting signatures for renewal and affirming changes at the same time.

3. We will start going door to door and follow up with registered mail for anyone we cannot contact directly.

4. If necessary, a process server could be hired to find missing property owners.  This would be expensive and would be a last resort.

5. John will draft a document to be signed for these purposes and submit it to the board for review.  He will also try to reach out to Curtis Hertel about possible legislation that would make this easier.

B. Annual reports: Now that the new board is identified, Alan Munn will prepare and submit the Annual reports for 2017 and 2018.

C. Amended Constitution – Amended Constitution – Mike reported (in a written note) there have been no comments received regarding the amended Constitution. He will work with Jennifer to prepare a brief synopsis of changes that have been proposed and why the Board feels they are necessary.

D. Welcoming committee – newly formed consisting of Heather, Jennifer, and Kevin and Mike Benedict.

E. Future meetings: Jan 14, May 13, July 29, all at 7:30pm at GTPC.  Annual picnic Sept 8 from 4-6pm.

Minutes drafted by Kevin Poli, Secretary