Questions from Members

As promised to those of you who have emailed me with questions, comments and concerns about transparency.  I have been doing some information gathering and wanted to share with you findings that were new to me and likely to you as well.  Hopefully this sheds some light on the subjects that you have brought forward.

 

Ethics and Confidentiality Policy and Board Member Orientation Expectations and Protocols

 

Transparency and Consistency has been talked about a lot this year.  I recently requested a copy of both the board orientation and the Non Disclosure via MCL - section 450.2487.  This is a state by-law that gives all members access to all requested documents.  Jeff requires newly elected board members to sign this document.  It is a document that is NOT required by our bylaws or by Michigan Private Non Profit Corporation By laws. ******EDIT JEFF PROVIDED CLARIFICATION TO ME THAT IT IS NOT HIM THAT HAS THE NEW BOARD MEMBERS SIGN THIS DOCUMENT.  PER JEFF IT IS THE BOARD WHO AGREES TO DO THIS VOLUNTARILY.  IF THAT IS THE CASE AND THIS IS WHAT THE BOARD DECIDES TO DO, IT NEEDS TO BE DONE IN A BOARD MEETING WITH A ROLL CALL VOTE THAT THIS IS WHAT OUR BY-LAW'S REQUIRE.  I BELIEVE THIS NEEDS TO BE VOTED ON BY ALL MEMBERS.

 

 

Below is a link to the full Document of the Ethics and Confidentiality:

 

​Here are some of the sections that I have reviewed that if I were to be elected and chose to sign would severely limit my ability to be transparent about anything relating to Sandy Pines and being a board member.   It also brought to light why the vote is often 9-0 and board members are not forthcoming about why they may have changed their mind on a vote they campaigned so hard against.

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​Board Orientation 

 

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This document is a pretty good working document, I agree with almost everything.  The exception is this:

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This protocol only gives the majority of the board members (5), the president and the Chairman of the board the ability to put items on the agenda.  It doesn’t give every board member a voice.  In typical meetings where transparency is required (all governmental meetings) the Open Meetings Act would give board members an opportunity to make a motion to amend the agenda.  

 

I have been researching the open meetings act in Michigan and while it typically doesn’t apply to Private Non Profit Organizations there are some exceptions where we would need to follow the Open Meetings Act:

 

• If we accept government money (FEMA, EGLE)

• If we issue permits

• If we issue fines

• If we enforce Governmental Rule (Like require windows and sliders…..If it’s an EGLE Rule EGLE is responsible to reinforce it) 

 

If you elect me as a board member I would be in favor of Dropping the Confidentiality except for where we need to protect individual members and staff private issues.  As well as adopting the open meetings act as a form of transparency for members.

 

FEMA​

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I had the opportunity to view the FEMA and the EGLE funding documents for the Northshore Building, Convenience Centers and the Dam.  I am very thankful to have gotten some of the history from Kimberly with the admin team.  After living in Florida, Having family in California, Hawaii and North Carolina.....I just don't trust FEMA.  That being said, I feel that capturing funds for Tornado Grade infrastructure was wise.  Especially for the CC's, as we didn't compromise anything for those.  As far as the Northshore building, I think the board made some mistakes in giving up useable space but I am not sure at the time I wouldn't have made the same mistake.  I understand that they were trying to get the most of the 75/25 match that FEMA gives out.  I think that going forward with a proposed FEMA investment for CC's  is very wise.  If the opportunity comes up to get a grant for the South Shore building, I have a few ideas of how we can maximize usage without giving up funding match.  I will save that for another post down the road.  I understand that the structure of FEMA and distribution of funds has changed and more of the funding is going to areas that have experienced loss.  I pray for those families and completely understand the current redirection of funding.  

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​Election Integrity, Chain of Custody and Conflict of Interest.

This topic is coming up alot!  I  have had quite a few people ask me about the upcoming election.  Here is what people are asking me: 

1. How do we know the ballots are safe from tampering?  Both absentee and day of voting.

2. Do we have a chain of custody for ballots?

3. Is there a conflict of interest with the building inspector being on the election committee?

4. Is a third party election service one that would offer transparency  for Sandy Pines?  Is it Affordable?

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So I sat down with Jeff and after our meeting here was my confirmation of what we had discussed:

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Jeff, Thank you for taking the time to meet with me yesterday morning.  I just want to recap that our current chain of custody involves 1 key that Patty Poley possesses.  You do not believe that Jim Buchanan being on the election board is a conflict of interest as he is a member.  The locked box is opened as ballots come in to organize by phase.  You feel it is  too late this year to change the chain of custody process but you would be willing to look at this process change in the future as it doesn't require by-law change.  Also it would require a by-law change to bring a third party for elections.  This party could address weighted votes for more than one membership owned by the same person, it limits voting to one per site, it will only allow voting for up to date members. the cost if implemented this year was $930.  They can offer online voting, in person voting and mail in absentee ballots.    

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Here was his response to my confirmation:

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Good afternoon.  Apologies for the delay in getting back to you.  Overall, your note below summarizes our discussion yesterday.  A few clarifying points are below:

• Correct, 1 key for the ballot boxes; Patty or Aaron Poley will possess the key as they lead the election commission; Jim and Jodi Buchanan support Patty and Aaron

• Correct, Ballot Boxes are not opened until they are moved to the admin conference room for bundling and counting; same as last year

• Correct, I nor the Election Commission believe there is a conflict of interest as Jim has been selected by the Election Commission the last 2-3 years to support; if there were a conflict of interest, he would not be selected and approved

• I nor the Election Commission (to my knowledge) have received any concerns regarding Jim’s service to the election process

• You as an election commission volunteer last year did not bring forward any concerns; Your concern is chain of custody which has been addressed and confirmed

• All volunteers for the election commission and/or process are members of Sandy Pines; this is not a conflict; this actually has helped members wondering how the process works or believe this is a “conspiracy” better understand our process and that there are no shenanigans going on

  • If there is a conflict of interest, it is brought forward and removed

  • Example provided yesterday is a board candidate’s spouse (Dave Hires) has volunteered in the past; he was and is removed from the process due to a conflict of interest

• Lastly, any recommended changes to the Bylaws would need to be reviewed and vetted by the board prior to the board approving to place on the ballot

  • Yes, open to ideas, but need to ensure that we follow the process the members have put in place for us

 

Thanks for your time yesterday.  Let me know if you have any questions.

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​My thoughts:

As a membership we should urgently request a third party outside company take over future elections.  It should be up for an emergency vote.  All of the integrity questions goes away.   The amount of conflict of interest revolving around our lead inspector is disturbing.  He serves on the lake committee (our largest asset) that we just spent 1.4 million to repair, serves on the election committee with one other couple, responsible for all permits and work being approved in the park, driving force behind the controversial EGLE contact insisting that all sliders and windows be replaced to be compliant.  Now it has come to my attention that the building inspector owns Window Specialist LLC in the Greater Grand Rapids Area.  He claims his son is in the process of purchasing the company, however his online reviews are showing he is still very active in the company.  He is very willing to help in the compliance part of selling your unit to help you out with windows and a slider.......Does any of this seem like a conflict of interest to you?  Folks you can't just tell me or speak out amongst yourselves.  The time to be bold is now.  Contact Jeff and your board members.  Be kind, but firm that this is a conflict of interest.  That one key with one person isn't a chain of custody, that in order for election integrity and trust between members, BOD and park staff to work we have to be TRANSPARENT.   Email Jeff   Email BOD

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Boat Stake Owners:

I believe that given some recent events that have taken place that suggest the boat stake wait list could be taking in owners out of order that we as a membership need to do something about it.   My solution would be to remove sensitive information and publish the list.  That way we keep everyone honest.  I also need to take this opportunity to let everyone know about MCL - Section 450.2487.

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MCL - Section 450.2487 explains to you THE MEMBER what rights you have to inspect the ledgers, the contracts, the boat stake lists etc.  If you have asked for these documents previously and been denied know that they require a formal written notice in which the president has 5 days to comply.  

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Long Range Planning Committee Presentation:

I sat through the Wightman presentation.  I have worked with a few different planning and consultant companies in the past.  I think it's important to understand that projects and firms like this typically work with municipalities and their much larger year round budgets.  I don't agree with some of their thoughts that many buildings have reached their useful life.  I do recognize that the more we build the more money they make.  Big buildings, big plans reflect in their presentation.  The south shore building was built in the 70's.  I think that it being beyond its useful life is quite a stretch.  I do think a new roof, maybe updated look inside and out and some reinforcement of the retaining is much more fiscally responsible  with this structure.  Along those lines.....Couldn't the same be done with the CCs and the ice cream shop?

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Remember Everyone, we are a member owned park.   The hierarchy is Member, BOD, President and then Staff.

 

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I am sure you have heard talk that there is a potential board member talking about reducing hours to 12-4 on the weekends.  What hasn't been discussed is an idea that goes with this that will bring you not only additional hours but the possibility of adding impressive skill sets to your future college, internship and first job resume.  My 18 year old daughter put this site together.  I know you have a similar knowledge base that could greatly benefit both the youth and senior community of Sandy Pines.  From websites to online fill in forms, from opt in communication apps to project management software. You could help us streamline and process improve every department from permitting to park and garden.  We can document each position in every department to create business continuity.  My employees in our business of 25 years that have brought the most change and improvement in our youngest employees.    I believe in you and I know that we could save money in lifeguards and improve so many other areas and it would come at no additional charges to members.  Email me if you have questions or ideas, I would love to hear from you!

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