Vol. 11 No. 3
Voice
Autumn 2016
Activities Update
Below is an update on some of our activities. If you have any questions
about any of these projects or any other activity in Birchwood please do not
hesitate to call the office.
Upper Birchwood Lake Dam – Our permit is still in processing with DEP
–Dam Safety. We are still waiting on one property owner to sign construction
agreements as required by Dam Safety. We have lowered Lower Birchwood
Lake in order to inspect the foundation of the dam for seepage. It appears there
is some seepage but the amount and repair solution is to be determined by our
engineer. Our legal counsel is working on flowage easements that will also
need to be signed by the impacted owners. This is a slow process with many
regulations imposed by the DEP.
Maintenance Facility – Management and members of the Board are requesting a meeting with the Township Planning Commission to get Township
approval of the plans for the Maintenance building and salt storage building.
Shared Well Facility – Six bids for the production wells were received and
reviewed by Brian Oram, the hydrogeologist, the salt advisory committee and
the BOD. We are going back to four of the bidders for further clarification and
information and also sending certificates of insurance to our insurance representative for his review. Once all additional information is received the salt advisory committee will make recommendations to the BOD. The Board will be
holding a meeting with the impacted homeowners on November 12th at 9:30am,
followed by a community-wide meeting at 10:30am.
Penn Dot Entrance Permits – Birchwood Lakes has five entrances to the
community; Route 739 and Aspen, Church Road, Silver Lake Road, Doolan
Road and Lancet Circle. Doolan Road is located on a Township road, however
the other four are located along state roadways. When a driveway or in our case
our entrances are located on a state roadway the state requires a Highway Occupancy Permit; there are four (4) permits required. In recent correspondence
from the PA Department of Transportation (Penn DOT) they indicated that line
of sight issues at both the Aspen and Church entrances needed to be resolved
before we could resubmit our permits. Surveyors were in last week doing additional survey work at Lancet and Church. We have also received permission
from the property owner across from the 739 gate to cut back the vegetation
that is causing a line of sight issue there.
739 Entrance Sign – The Capital Projects Committee met in August to
discuss the replacement of the 739 Entrance sign that was wiped out by a car
accident. The committee requested some design options from the sign maker.
Once received the committee will review options. The sign will eventually
include a wall, lights and plantings, but it is recommended we wait on some of
those items until the PENNDOT permit issues have been resolved.
President’s Letter
By Chas Ritson, President
This is my first message to the community since being appointed to an open
seat in September and then being selected by the new board to be President. I
have served as President before and believe that my prior experience will be helpful to the new board that has four new members who have not served previously.
I believe that this can be a strong board, blending new ideas and new perspectives with a strong knowledge of how we got “here” and what needs to be
done to continue moving Birchwood forward. I commend our new Directors for
“stepping up.”
While every year is a challenge, this will indeed be a critical year for Birchwood and, like most years, it won’t be easy. But, because of the hard work and
difficult decisions made by prior boards, we have an advantage this year in that
we know the path forward.
Although nobody, including myself, likes to be hit with an assessment, that
decision has been made and the assessment implemented. We also know the
priorities for our projects, engineers are in place for each project, and most
surveys completed. In essence, much of the planning phase has been completed
and we should be moving into a more active, work phase very soon.
I want to thank the outgoing Directors, President Clare Bennett and Vice
President Bill Wagner, for their service and wish them well after their hard
work on the board. In finishing, I urge all members to support their board,
come out to board and community-wide meetings, join a committee, participate in recreation events, and pay your dues and assessments. We are all in this
together!
Congratulations to Linda McGinley on receiving CAI’s Pocono Mountains Regional Council 2015 Employee of the Year Award and Chas Ritson’s Volunteer
of the Year Award. We are proud of you!
Birchwood Lakes Community Association
212 Aspen Road
Dingmans Ferry PA 18328
White Haven, PA
18661
PERMIT NO. 18
PAID
PRSRT STD
U.S. POSTAGE
Birchwood VOICE
2
New Board Members
We welcome new board members Chas Ritson, Adam Fass, Cecilia Buckle,
Kevin Crawley and Jesse Burris. It is a big decision to serve on any board of
directors. Our Community Manager, Carrie Ridner has already had the opportunity to meet with the new directors to bring them up to speed on the various
projects and to explain some of the procedures and policies in place regarding
board responsibilities.
Board members are overseers and guardians of the association they serve.
In an association such as ours where we have a small staff and rely on our
volunteers to help keep the association functioning and moving forward, we
are truly appreciative of the members who give their time and energy to serve
on the board and on committees.
Here are some practical suggestions for all directors,
but especially our new board members:
• Make every effort to get to know your fellow board members. You will
be serving with them for a number of years.
• Get the calendar – board meetings are generally sorted at least a
year in advance, so make sure you have all the dates in your calendar.
Being a board member is about more than showing up for meetings,
but this is where it starts and it is important to attend meetings.
• Do your homework. Make sure you have reviewed all the materials in
your board box, especially those items on the agenda.
• Don’t be afraid to ask questions! Whether you are brand new to the
board or have been on a long time new items come up for discussion
all the time. There is no such thing as a stupid question.
• To avoid unpleasant surprises for all parties make sure you declare all
potential conflicts of interest right away.
• Never forget why you are there. It isn’t about you, or the people
around the table, or a small selection of the membership. It is about
serving in the best interests of the association as a whole.
• Voice concerns, offer support, contribute to solutions. Every board
member has a voice and has a vote. In other words, be engaged. Fulfill
your role.
• If you find after a couple of meetings that it is not a good fit or you
cannot dedicate the time needed to attend board and/or committee
meetings, and everything else it entails, be brave enough to step
off the board. Sometimes it is hard to conceptualize how much of a
commitment is required to serve.
• Remember what it is like to be new, so that when the next new board
member joins, you can reach out and help them to hit the ground
running, too.
• Understand that the board is a team who works together for the
betterment of your association and you are part of that team. A team
works towards the same goal but may not agree on everything. Agree
to disagree and move on. A board divided does not benefit anyone.
BirchwoodVoice
The official publication of the Birchwood Lakes Community Association
Published four times a year by
Community Newspaper Publishers
Stroudsburg PA
ADVERTISING INFORMATION
Email: [email protected] or Phone: (570) 476-3103
The acceptance of advertising in Birchwood Voice does not constitute endorsement by the Birchwood
Lakes Community Association, the Board of Directors, the volunteers and staff who help put the paper
together, or the publisher. Position of advertisements is not guaranteed. All advertising is subject to acceptance by the publisher. The publisher is not responsible for errors in ads or claims made by advertisers.
Autumn 2016
Our Budget and the
Importance of your Vote
We continue to be concerned that so many of our residents fail to vote on important financial and organizational decisions that impacts YOU - the member - the homeowner. We find ourselves on the days leading up to the deadline
phoning members to get their vote in, until we have at least enough so votes can
be counted. So we ask: Why are you leaving this decision to the few? Please
vote! Your vote is important.
Watch Your Mail!
The Budget Vote will go out to the membership in good standing in December.
Not voting on the 2017/2018 budget, the most important financial planning tool
guiding our community, means you are relinquishing your vote to another who
may not have the best interests of the community in mind.
Become part of this process, understand it, ask questions, and let your voice be
heard. Without the majority of our association membership being involved in
this voting process, important financial decisions are made by a minority and
governed by a few.
The deadline to vote is January. When your envelope arrives, please
don’t set it aside or throw it in the trash. Open it, read it, and vote!
Autumn 2016
Manager’s Message
Birchwood VOICE
By Carrie Ridner
This is the time of year we transition from Summer time fun
to preparedness for winter (yes that means SNOW). It was a
great summer with lots of great weather. A big thank you to our
lifeguards this year and our badge checker; a hearty congratulations to the Barracudas Swim Team who took first place in their
division; and of course to our Recreation volunteers who slaved over hot grills to
serve hamburgers and hot dogs this summer.
Our roadwork is currently underway with paving being done on Pepperidge, Fern,
Buttonwood and parts of Persimmons, Church, Outer, East Shore, and Red Pine.
Over the winter the Road Maintenance Committee will begin its work planning for
next season; so, if you have an interest in the Roads, please join us.
As everyone is aware, this July we began collecting for the Special Assessment.
I am pleased to report that as of this writing 847 property owners have either paid
in full or opted for a payment plan. If you have not paid your special assessment,
(or dues for that matter), please come into the office and we will help you set up a
payment plan. Assessments are never popular, but unfortunately they are a necessary
part of community living. Our staff will work with everyone to try and meet their
needs. While I enjoy meeting and speaking to property owners, it is never fun meeting in court for the first time.
The projects are in a variety of stages:
1. Upper Birchwood Lake Dam – The Lower Lake has been drawn down in
accordance with DEP Dam Safety’s requirements. The purpose of the draw
down is to examine and determine the level of seepage from the Upper Dam
into the Lower Lake. We can visually see that there is seepage occurring.
Now, our Engineer will evaluate and make the appropriate changes to the
plans in accordance with Dam Safety regulations. This is the last major item
on the technical review for Dam Safety.
2. Shared Well – We have solicited bids from ten well drillers to develop the
3
production wells. These bids are currently being reviewed by our Hydrogeologist, our insurance carrier and the Board prior to making a decision. The
Association is planning to hold a Community Wide Salt meeting update in
November.
3. Maintenance Facility – This project is moving slower than we would like;
however, we are nearing the end of the lot combination process for the
parcels needed to construct the facility. Once we finalize the plans and get
Township approval, we will be moving forward with the preliminary land
development plans and then construction of the maintenance building itself.
One area that is a common discussion item is our Public Safety department. Our
current vendor, United American Security, provides the officers that are onsite. As
defined in the Association’s Rules and Regulations, the purpose of our Public Safety
officers is to “patrol the roads, common areas and amenities of the association; to
enforce the Rules and Regulations, Deed Covenants and Restrictions, and the Bylaws of the Association; aid and assist the state police, fire department, and ambulance personnel in the event of an emergency to locate residences and to address the
emergency situation.” Section 98-5-1 RR.
Public Safety cannot stop drug activity/dealers. Public Safety cannot act in place
of the state police or other law enforcement. Public Safety CAN observe and report. However, they cannot observe and report what other people have seen. When
someone calls public safety and says “I just saw a drug deal at Beach xx”, other than
going to see if the alleged activity is still occurring, there is nothing Public Safety
can do. Property owners that see something occurring; the best course of action is to
gather information. You need to have all pertinent vehicle information, description of
drivers, passengers and other people that may be involved and license plate numbers.
Providing that type of information is something that we can forward to the State
Police. In today’s society no one wants to “get involved” but there is nothing that is
going to stop this type of activity except getting involved.
In closing, the Birchwood Lakes staff (Administration, Maintenance and Public
Safety) wants to wish you all Happy, Healthy and Safe Holidays, and do not hesitate
to call on us if needed. We are here for YOU!
Birchwood VOICE
4
Winter Storm Response Procedure
Informational Salt Update Meeting
During storm events our Maintenance personnel make every effort to keep
roads open and navigable. Regardless of the efforts of plow and cinder trucks, the
road conditions will become slippery. In many cases, even though roads near your
dwelling may be passable, the township and state roads may not. Therefore, we
recommend planning activities around an anticipated snowfall event as much as
possible.
Our maintenance crew consists of three trucks outfitted with plows and spreaders along with three main drivers and several relief drivers. Birchwood Lakes
has 26 miles of roadway and plowing each side of the road equates to 52 miles of
roadway. Our community is broken down into three sections, with the main roads
taking priority, then secondary or feeder roads and finally tertiary roads (courts,
cul-de-sacs).
We use a three phase approach to each winter storm response; pre-storm treatment and planning, treatment during the storm based upon available information
about the storm, and final cleanup. Pre-treatment may occur on selected roads.
Treatment of access roads will begin as soon as conditions dictate. Each storm is
different and will be treated according to the weather predictions. Some storms
will require immediate treatment to keep roads passable, while others may not
require treatment until some accumulation has occurred. During heavy snowfall or
prolonged storms the main goal will be to keep roads open and passable. Once the
winter storm event has ended a more comprehensive cleanup takes place, including
widening the roadways and intersections.
November 12, 2016
BLCA Clubhouse
9:30am: Impacted Members Meeting
10:30am: Open Community Meeting
Winter Office Hours
Schedule in effect until Memorial Day
Monday to Fridays from 8:00 am until 4:30 pm
First Saturday of the month 8:00 am until 12:00 noon
NOTE: In Observance of Thanksgiving, the office will be closed on Thursday,
November 24th and Friday, November 25th.
Board Meeting Minutes
Full meeting minutes can be found at www.birchwoodlakes.net.
Visit our website: www.birchwoodlakes.net
You will be able to find and download many forms.
Congratulations
to the Birchwood
Barracudas on their
Championship win!
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Clear this area. Snow plows will deposit
snow here instead of your driveway.
Final cleanup
y generally occurs during daylight hours after the storm ends.
Vehicles must not be parked at the end of cul-de-sacs, where snow will be piled.
Vehicles parked in areas to be cleared, make it very difficult or impossible to effectively clear the area. No vehicles should be parked on the roadways.
It should be noted that even after final cleanup, blowing snow, residual moisture
and freeze/thaws, walkways and roadways may become icy. Always use caution.
There are several areas in the community where we have provided winter deicing
materials in containers that may be used should roadways get slippery.
If an emergency arises during a storm, and emergency services need to get
somewhere, we will divert normal snow removal efforts in order to get emergency
service providers to their destination as quickly as possible.
We know you’re anxious to get back on the roadway as quickly as possible; our
staff makes every
effort to have that
happen as safely
as possible. Please
understand that snow
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Animals and Any Other Blockages Removed
Autumn 2016
Birchwood VOICE
5
Community Living
Letters to the Editor
Whether you are a new community property owner or have owned here for
some time, you may not know the ins and outs of owning property within a
private community such as Birchwood Lakes. A community is a way of life. It is
more than a destination at the end of the day; it is a place you want to call home
and where you feel at home. There is a difference between community living
and being part of that community. Being part of community means sharing with
your neighbors a common desire to promote harmony and contentment.
A community differs from the traditional form of home ownership in that
owning within a private community you share ownership of common land and
have access to facilities/amenities such as a swimming pool or lakes that are
often not affordable in other ways. You also automatically become a member of
the community and must abide by the covenants, conditions and restrictions as
outlined in a community’s Deeds and Covenants, By-laws and Rules and Regulations. Also, there are dues and assessments that are a responsibility and requirement for the upkeep of the common areas, services such as Public Safety, and
other amenities provided by the association.
In order to maintain and operate a community, members must strike a reasonable and logical balance between the preferences of individual homeowners and
the best interests of the community as a whole.
Community associations exist because they offer amenities, choices of lifestyle and efficiencies that people value. Property owners in good standing have
an opportunity to have their opinions and voices heard. They do this by exercising their right to vote and providing input, joining committees and the board of
directors. Property owners have rights, but they also have responsibilities to the
association that include paying their dues and assessments, abiding by rules and
regulations and also maintaining an active part within the association. Likewise,
the community association has responsibilities as well, which includes, but is
not limited to, providing the community members with responsible leadership
and rule enforcement in a fair manner as well as the upkeep of the Association’s
common areas, facilities and amenities.
It has been a pleasure serving on the board the past seven years, as president
the last three years. During my tenure on the board we were faced with many
challenges; the salt issue, the Upper Birchwood Lake Dam, maintenance facility, amnesty and collections program, PENNDOT permits, Hurricane Sandy, (I
will never forget Hurricane Sandy as I was newly appointed President and our
Community Manager had quit as of that day), staff changes, and the new assessment, to name but a few. However, I have had the pleasure of working with some
great board members and staff over the years that have shared the burdens and
have helped and will continue to help move these projects along towards fruition.
Even though I have been frustrated with the lack of speed in getting things done
many times, we have come far. I have learned that dealing with regulatory agencies takes finesse and patience.
The new board is tasked with getting the projects moving towards completion. I encourage the new board members to be involved, to take the time to
learn the complexities of the projects and to work towards closure. The impacted members have been wonderfully patient. I express my heartfelt gratitude to
them, in particular those impacted by the salt. Having worked with them from
Day One, I truly appreciate what they are going through and we have worked
together very well over the years to try and find a solution. That solution is near
so don’t screw it up!
To the members and volunteers who took the time to come up to me wherever
we were and give me their support and encouragement, I thank you. To the staff
– I can’t thank you enough. I will miss working with you all.
To the complainers - It is easy to take a back seat and complain when you
are clueless as to what is really going on but yet you just think you know it all.
I was clueless once – serve on the board for a while and it is a true eye-opener!!
Step up and make a difference – I did and I am proud of what we accomplished
and what we have set in motion for the new board. I look forward to helping this
board by continuing to serve on committees and wish them luck in their endeavors as we continue to make improvements to our Community.
Living in a Community Association
Volunteering
Community Associations thrive on volunteers who are property owners in
good standing that give their time and use their experience for various aspects
of the community. For example, your Board of Directors is all volunteers who
have been elected by the members of the community to make decisions for the
betterment of the community as a whole.
The individual board members come from all walks of life and work together to move the community in a forward direction. The board members make a
true commitment to the community and participate in monthly board meetings
and work on committees. They must conduct the business of the association.
This doesn’t just mean approving the budget, but also developing and enforcing
policies. Board members are required to step outside their immediate circle of
family and neighbors and make decisions based on the greater good of the community as a whole.
However, the Board of Directors cannot do this alone. There are several
committees that also consist of volunteers from the community members. These
committees assist the board in researching, planning, budgeting, communications and various other important projects within the community.
Why volunteer? Volunteering helps to protect your self-interests as a property
owner and helps protect your property values and maintain the quality of life
within the community. It is a way to become sociable, meet new neighbors, make
friends and exchange opinions. It is a way to give back to the community without additional cost to the community budget. Volunteering educates you about
the community. It’s a way to express you and be creative. It also is a way to earn
recognition and validation for your contributions.
If you have some time to donate to your community, find a committee that
interests you. Our community is only as good as we make it. Establishing and
maintaining a sense of community is an important part of community living.
Time is a valuable thing. Volunteering your time and experience to help your
community is priceless.
Dear Editor;
Clare Bennett
Past President, BOD
Have You Paid Your Dues?
Our community relies on dues to support our needs – roads, recreation, security, maintenance and our office. Thank you to everyone who pays. But for those
of you that don’t pay – beware! Birchwood is aggressively pursuing the collection of delinquent accounts.
These are difficult economic times with unemployment and foreclosures at an
all-time high. However, without collecting the money due, the association could
be forced to reduce services. We’ve heard of service reductions at all levels –
municipal, county, state and federal. It’s a sign of the times. Birchwood provides
for a payment plan and a deed-back procedure to assist those having financial
difficulties. Please call the office if you need more information.
Our collection policy was recently revised. After two delinquent notices, the
account is turned over to our attorney to file a civil complaint. The delinquent
member is notified of the hearing date and has the right to defend themselves.
Once the judgment is entered it is filed in the Court of Common Pleas. This
filing will adversely affect your credit rating and serve as a lien on the property.
Birchwood is also executing on these liens through the County Sheriff and
are proceeding to Sheriff’s sales on the homes or personal property. In addition,
we are entering a writ of execution on members’ bank accounts to freeze the
accounts to recover money due us.
At any point in this process a member may make arrangements to pay off the
account, but at each stage in this process more costs are added to the judgment
and, therefore, the member’s account.
While we do not like to do it, Birchwood Lakes is taking these drastic steps
in an attempt to collect any and all unpaid dues, assessments and fines. If your
account is delinquent contact the office to make arrangements to bring your
account current and avoid affecting your credit rating.
Birchwood VOICE
6
2016 Volunteer Of The Year
President Bennett
presented the 2016
Volunteer of the Year
Award to Carl Fredrickson at our Annual
Membership Meeting
in August. JoAnn
Wood was unable to
attend that meeting so
Carl accepted on her
behalf. Carl, who is a
full-time resident of
Birchwood, has served
on the Board of Directors and has chaired
the Beautification
Committee for several
years.
JoAnn has served
on the Board and most
of the committees at one time or another including but not limited to Capital Projects, Roads, Budget, Governing Documents, Voting and Elections, Recreation and
has been a key member in recent years on the Beautification Committee.
Carl and JoAnn are the two people most responsible for the plantings and
upkeep of all the gardens and planters throughout the community and were
the creators of the new garden at the 739 Entrance. This committee has always
needed many more members, but somehow Carl and JoAnn manage to keep it
going throughout the
spring, summer and fall,
with one or two willing
members who help with
the watering and some
help from our maintenance staff as needed.
Carl and JoAnn, in
grateful appreciation,
were presented with
an engraved clock in
recognition of their hard
work and commitment
to Birchwood. We thank
them both for their
contributions and we
congratulate them on
being the recipients of
the 2016 Volunteer of
the Year Award.
A NS F E R R
M
G
N
Y
DI
STONE
INC.
Topsoil • Mulch
We Deliver!
(570)828-2617
Office Reminders:
Autumn 2016
• Please call in all contractors/vendors to the office if you are not available
to let them in. We will not grant them access if the office hasn’t received
authorization from the homeowner.
• Do not put out your garbage until your scheduled pick up day. Animals
tend to get into the garbage and this may result in an untidy property
citation if not cleaned up in a timely manner.
• Do not tailgate – you will be cited.
• If you are doing any construction or renovation check with the office
beforehand to see if you need a BLCA permit. Roofs, Decks, Additions,
Fencing, New Homes, Garages, Screen Houses, Sun Rooms, Sheds,
Septic Repairs, Septic Replacement, Wells and Docks. Forms can
be obtained at the office or on our website. There are no charges for
obtaining Association permits.
• We accept online payments through PayLease. More information can be
found on our website.
• Board Meetings are held monthly and are open to the membership. List
of dates can be found in this newsletter.
• Remote Controls for gate access are now available for sale at the office.
They are $35 each. You must be a member in good standing and deeded
owner to own one.
• You can receive this newsletter and the monthly newsletter electronically
by providing the office with your email address.
• In addition to our website, we now have a Facebook page to disseminate
information faster. “Like” us on Facebook at Birchwood Lakes
Community Association!
• Copies of the ByLaws, Rules and
Regulations and
Schedule A (Deeds
and Covenants) can
be obtained from the
office or downloaded
from our website.
• Badges must be
worn on all common
areas. These are the
pool, playgrounds,
beaches, tennis and
basketball courts,
clubhouse, parking
areas, etc. Badges
must also be worn
at all meetings and
recreation activities
and events.
Resident Michael Donohue
proudly displaying his many
years of member badges
Cresci
30
Aquarius
YE AR
S
Construction
Plumbing&Electric
PA038927
Additions • Remodeling
Kitchens • Bathrooms
Crawlspace Rehabilitation
Roofing • Windows • Siding • Decks
Custom, Log and Modular Homes
www.CresciConstructionLLC.com
(570) 828-2422
PA039128
Well and Sewer Pumps
Water Treatment Systems
Hot Water Heaters
Heating Systems and Service
Lighting • Generators
Repairs • Emergency Service
(570) 828-6761
Autumn 2016
Birchwood VOICE
7
911 Signage
Some residents in Birchwood Lakes still do not have “911” street signs on
their house or in front of their property. When a call comes in requesting emergency assistance (ambulance, fire, police), it is difficult for the Association to
offer assistance in leading the emergency volunteers to your home if it isn’t
clearly marked with the 911 address. Make sure your sign is visible from the
road. If you need information on your 911 address, contact the BLCA Office at
570-828-2111. While we hope that you will never require emergency services,
take a moment to help yourself and your loved ones just in case.
Family Fun
Night
Thanks to all
participants
and volunteers!
Having a Party?
If you are planning a party and are unable to accommodate all the vehicles
in your driveway, contact the Office to find out about parking alternatives. It is
extremely important to keep the roads clear of vehicles so that other vehicles,
including emergency personnel, are not obstructed from passing through should
they need to get to another home in your area.
Also, please remember that the Clubhouse can be rented to members in good
standing. Rate is reasonable, and there is plenty of parking to accommodate your
special event. Call the Office if you are interested.
Delaware Township
Democratic Club
Meets every second Thursday at 7:30pm
Delaware Township Municipal Building
116 Wilson Hill Road, Dingmans Ferry PA
DelawareTwpDemocrats.org
Paid for by the Delaware Township Democratic Club
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8
Birchwood VOICE
Autumn 2016
Please Take Note...
Focus on Rules and Regulations
No Hunting On BLCA Property
The Tree Guidelines have been revised and the following Tree Guidelines become effective November 10, 2016.
No hunting of any type is permitted on Birchwood Lakes Community
Association property, including private properties within the development.
Any individuals(s) who violate this regulation will be reported to the Pennsylvania Game Commission. The fine for violation Section 98-50-4: A shall
be $1,000.
Did You Get Your Septic Documentation?
This is a reminder to those members who previously submitted their
septic documentation in 2011. You should have received postcards
from Birchwood in January 2016 reminding you to have your septic tank
pumped/inspected again. Please ensure that you provided the office
with a copy of the inspection/pump documentation before December
31, 2016 to avoid receiving a citation. Postcards will be mailed in January
2017 reminding those members who provided their documentation in 2012
that it is time to have it done again.
Call Box Usage
Several months ago, in response to member requests and in an effort
to help save our members money, the Association added long distance to
our call box phone line. Members can now use their cell phone or long distance phone number as a contact number for the call box. This provides
our members with the option to cancel their Blue Ridge or Verizon 828
numbers should they wish to do so. Many members are now using their
mobile phones as their home numbers.
This allows members to let contractors, friends and family in through
the visitor’s gate no matter where the homeowner is, i.e. you no longer are
tied to being at the BLCA property to allow entry. If you wish to avail of
this please complete the form at the office, giving permission to use that
cell phone or long distance phone for your call box access. The phone
number does not show up on the call box; it will show a four digit number
as it has always. Your number remains confidential.
It is important to note that members still need to have their visitors call
from the call box to gain access, NOT from their cell phones.
Right of Way Notice
All property owners are hereby put on notice that the Association has a
right of way on each roadway. Any personal property placed in the Association’s right of way is not the Association’s responsibility and the Association will not be held responsible for any damages incurred to said personal
property. All property owners are to refrain from placing personal property within the Association’s right of way. The Association does not permit
encroachment of any Association property, which includes roads or right
of ways, common area or any other location, which is BLCA property.
BLCA Curfew
BLCA has a curfew of 10:00 p.m. Sunday through Thursday and 11:00 p.m.
Friday and Saturday. As a courtesy to all members, please observe the
curfew hours.
Building Permits
BLCA Rules and Regulations (Section 98-50-19), in accordance with the
Association’s Covenants and Restrictions, require members to obtain a
BLCA permit prior to moving to, constructing, or erecting any structure
or building within the community. There is no fee for obtaining the permit.
Additionally, permits are needed for septic repairs and tree removals.
For more information, or to confirm you need a permit, contact the BLCA
Office at 570-828-2111.
Boat Registration
A special note to BLCA boat owners, especially our lakefront owners: All
boats in the community must be registered and decals must be applied,
including paddle boats. If you need more information on this, contact the
office for details.
Tree Guidelines
Limitations on Tree Removal
Section 98 - 50 - 17
The BLCA Tree Guidelines are intended to preserve the natural beauty and
character of our community and to protect our property values. Therefore,
the Association will only allow the removal of trees on residential lots in the
community if there will be no adverse impact on the community or the environment.
A. Except for guidelines, no person shall remove any trees over 5 (five)
inches in diameter without first obtaining approval in writing from the
BLCA office.
1. A Member may remove one tree per year at Members
discretion. Prior to removal a Tree Removal Notification Form
must be completed and submitted to the BLCA office.
2. Any request to remove more than 1 (one) tree (over 5 inches
diameter at the base) per year will require inspection and
approval by a BLCA Board member followed by approval of the
Board of Directors.
3. In the event of an emergency, a BLCA staff member may
inspect the tree(s) to be removed and upon confirmation
that it is an emergency situation, approval will be given
immediately.
B. Prior to inspection by a BLCA Board member or staff member, all trees
must be conspicuously flagged, and property boundary markings
identified. The total number of trees to be removed must be noted on
the Request Form along with a detailed reason for removal of each tree.
Trees will be approved for the following reasons only:
a. The tree is dead with no leaf growth over the past six-month
period.
b. The tree has been severely damaged by storm or other natural
occurrence.
c. The tree is a threat to a home, including decks, sheds, garages
and septic systems.
d. Trees need to be taken down for new construction (house,
shed, garage, septic, perk test, etc) or landscaping.
C. No trees are to be removed for construction projects until all well,
septic, and other applicable zoning and building permits and approvals
are in place from the Township and BLCA, including a Tree Removal
Request Form.
• A Tree Removal Request Form must be approved before any
construction may begin and must include the exact number of
trees to be removed.
• In the event that a new building or other structure is not
completed for any reason, all trees that were removed for this
construction must be replaced. BLCA will require replacement
with native trees 6.0’in height and 1.5” in diameter measured
one foot above finished grade. BLCA will determine the
placement of replacement trees based on trees indigenous to
the area to be completed within six months of violation and at
violator’s sole cost.
D. Penalties: Each tree removed or damaged shall constitute a separate
offense. In addition, any member or tenant who, in violation, causes
a tree to be removed or damaged shall repair or replace the tree at
the violator’s sole cost and expense within six months of violation.
The location and planting specifications for replacement trees shall be
approved by BLCA prior to replanting.
1. Violations of A1 shall be fined $25.00
2. Violations of all other guidelines shall be fined $350.00
Autumn 2016
Birchwood VOICE
BLCA Survey 2016
The Birchwood Lakes Board of Directors is responsible for the oversight
and management of the Association. In order to effectively oversee the
Association and to meet the needs and desires of our members, the BOD has
developed the following non-binding survey.
The information from this survey will assist the Board in making more
informed and sound decisions regarding the future of the Association. All
information will remain confidential. We urge you to participate.
The deadline to return the completed survey is November 30, 2016.
Garbage Collection
We are researching the possibility of having a community garbage collection
program that could reduce monthly fees to our residents. We are also
considering a program that would allow part-time residents to dump their
garbage in a dumpster instead of having to take it with them.
1. Would you be interested in a community garbage collection
program, if it could save you money?
___ Yes
___ No
2. If you are a part time/seasonal resident would you like the ability
to use a dumpster within the community to discard your garbage?
Gates
The gates at the 739 Entrance, Church, Doolan and Silver Lake were installed
in 2001. In recent years we are seeing an increase in breakdowns due to the
aging mechanisms and software. We have received mixed comments over
the years from members about the need for these gates.
1. Do you believe having a gated entrance reduces crime in the
neighborhood?
9
___ Yes
___ No
2. Do you believe we should keep the gates at those entrances?
___ Yes
___ No
3. Do you believe we should invest in upgrading the gates with the
necessary mechanisms and software?
___ Yes
___ No
4. Would those sections that previously chose not to be gated wish
to be gated now, i.e. Lancet, Wisperwood, and Tallwood?
___ Yes
___ No
Public Safety
The Association uses the services of a private security company on a parttime basis, with longer hours in the summer and shorter hours in the winter.
We have received mixed comments over the years from members about
public safety.
___ Yes
___ No
Lifeguards
In recent years there has been difficulty in hiring lifeguards, not just here
but throughout the Poconos. Research indicates that many Communities
throughout the country are not using lifeguards and have other measures in
place in accordance to state laws and insurance requirements.
1. Do we continue to hire lifeguards for the pool?
___ Yes
___ No
2. Do you understand that if we do not have enough lifeguards the
pool hours will be restricted or the pool will be closed?
___ Yes
___ No
3. Should we discontinue using lifeguards, ensuring we obey all
state and insurance laws, at a cost savings to the Association?
___ Yes
___ No
Septic Company
We may be able to get competitive pricing if we can guarantee that a set
number of residents will use a specific septic company. However, we will
need to be able to commit to that number.
1. Do you believe that we should continue with the services of a
security company?
1. If you can save money, would you be willing to commit to using the
specific septic company with whom the Association has negotiated?
___ Yes
___ No
Well Water Testing Program
___ Yes
___ No
2. Do you believe that we should continue with the same level of
service (# of hours)?
___ Yes
___ No
3. Would you want to see public safety provide 24/7 services knowing
it would involve a significant cost increase, including the need for a
dues increase to cover that increased cost?
___ Yes
___ Yes
1. Would you be willing to participate in a Well Water Testing
Program this coming spring?
___ Yes
___ No
___ No
4. Are you aware that public safety does not respond to criminal
activity as this is the purview of Pennsylvania State Police?
All private wells should be tested each year. The Board is considering offering
a well water testing program this spring under the auspices of Brian Oram,
our hydro-geologist. There would be three options offered at $50, $75, and
$100, with increasing test parameters respectively.
___ No
DEADLINE: By or before November 30, 2016,
bring your completed survey to the office or mail to:
Birchwood Lakes Community Association
212 Aspen Road
Dingmans Ferry PA 18328
10
Birchwood VOICE
Thanksgiving Kids Craft
Turkey Napkin Rings
Supplies
• TP Rolls (1/2 a roll per place setting)
• Spray paint to paint TP Roll if desired.
• 4 Colors of felt
• Googly Eyes
• Thick Ric Rac
• Hot Glue Gun
Instructions
1. Cut a standard toilet paper roll in half.
2. Spray paint your two pieces if desired (I used my copper spray paint
because I’m slightly obsessed with it, but you could totally leave the roll
unpainted).
3. Using four colors of felt, cut individual feather shape out (I drew a
stencil freehand on a piece of thin cardboard, and then traced that onto
each piece of felt).
4. Hot glue the feathers onto the TP Roll.
5. Glue on the eyes.
6. Cut a triangle out of
orange felt for beak
(again … freehand),
and glue onto roll.
7. I used a piece of thick
Ric Rac cut into the
shape of a snood and
glued that on. Did
you know that’s what
that red dangly thing
on Turkeys is called?
I just googled … who
knew (obviously, not
me). Good trivia for
Thanksgiving.
8. That’s it! Roll up a
paper napkin, and
stick it inside!
Autumn 2016
From the Accounting Office
By Linda McGinley
You asked! We listened! Many of you have
asked for the convenience of paying dues by
credit card. We are excited to announce that the
option to pay online is now available - not just
for credit card payments but also for payments
from your checking/savings accounts.
Imagine no more writing and mailing checks or the inconvenience of
making a trip to the office just to pay your dues! Paying online is now possible
thanks to the implementation of PAYLEASE - an easy, convenient way to pay
your dues online and keep track of your account balance - all from the comfort
of your home. Pay in full, make one time payments or set up recurring monthly
payments with just a few clicks!
Below are instructions for using this convenient payment method:
• Go to birchwoodlakes.net and click on the PAYONLINE link.
• If you have not already registered with PAYLEASE, please enter your
account number and click PROCEED WITH THIS REGISTRATION.
Your account number is your LOT, BLOCK and SECTION and
is preceded with either a capital I or U (Improved or Unimproved
property) e.g. I000-00-00 or U000-00-00. Your account number may
be found on a recent communication/invoice or you can email me at
[email protected] or give me a call at the office for this information.
Enter your email and password on the next page and click CREATE
ACCOUNT. It’s that simple!
• Once registered you will be taken to the MAKE A PAYMENT NOW
page. You can set up recurring payments, make a onetime payment, pay
in full or simply just check your balance.
• The fees for using PAYLEASE will be calculated on the next screen
- $2.95 per ACH (online check) transaction or 3% per MasterCard/
Discover/Visa transaction. You will be able to review the total before
you submit your payment. The fees are charged by PAYLEASE and not
collected by BLCA.
Please email [email protected] or call me at the office should you require any
assistance with this process. Thank you for using PAYLEASE.
Public Safety Perspective
We all hope everyone had a safe, fun, and eventful summer! Fall is in full
swing and before you know it snow will be on the ground. Forecasts are currently
predicting a very cold winter with excessive inclement weather – that means lots of
snow and ice creating potentially dangerous and hazardous driving conditions.
Let’s work together and do what we can to ensure our safety. Always keep in
mind the maximum posted speed on any roadway or place maintained by the
B.L.C.A shall be 25 miles per hour, or as otherwise posted, and shall be strictly
enforced at all times. During times of inclement weather use your discretion and
slow down; take your time as the roads may be very slippery.
Our maintenance staff works very hard during the winter season to keep our
roads clear and safe; in return we ask that you ensure your vehicles are off the
road way and not
blocking the plow
Let us rent and manage
trucks path. Please
your home, call us today!
also keep in mind
that it is prohibited
WE HANDLE...
to shovel snow off
• After hours emergency calls
your property and
• Rent collection
into the roadways, do
• Rental direct deposit into your
Contact Amy Evans
bank account. NO CHARGE –
your best to keep our
Corporate Rental Mgr
it’s FREE and EASY!
[email protected]
roads clear and safe!
LANDLORDS!
• Our Management fees are
affordable
(570) 421-5409
www.nepamgmt.com
Autumn 2016
Birchwood VOICE
Birchwood Lakes Community Association
CONTACT INFORMATION
BLCA Office..................................... 570-828-2111
Public Safety Gatehouse.................570-828-6009
Emergency (Police/Fire/Ambulance)............... 911
NOTE: When a call comes in requesting emergency assistance (ambulance, fire, police),
it can be difficult for the Association to offer help in leading emergency personel to your
home if it isn’t clearly marked with the 911 address. The sign must be visible from the
road. If you need information on your 911 address, contact the Office at 570-828-2111.
COMMUNITY WEBSITE....................... www.birchwoodlakes.net
E-MAIL ADDRESSES
Board of Directors....................................... [email protected]
General Information.................................... [email protected]
Community Manager................................... [email protected]
Accounting Department.............................. [email protected]
Birchwood Voice Editor............................... [email protected]
OFFICERS
DIRECTORS
President.................... Charles Ritson
Vice President............ Dennis McMahon
Secretary.................... Jesse Burris Treasurer.................... Marcella Livingston
Cecilia Buckle
Kevin Crawley
Adam Fass
Vincent Flatt
Thomas McConnon
OPEN BOARD MEETINGS
Board Meetings are held at the Birchwood Lakes Community Assoc. Clubhouse
November 11, 2016 @ 7:00pm
December 10, 2016 @ 9:00am
January 14, 2017 @ 9:00am (snow date: Jan 17 @ 7:00pm)
February 11, 2017 @ 10:00am (snow date: Feb 14 @ 7:00pm)
March 10, 2017 @ 7:00pm
April 8, 2017 @ 10:00am
May 12, 2017 @ 7:00pm
STANDING COMMITTEES
Governing Documents
Chairperson - Jesse Burris
Co-chairperson - Clare Bennett
Assist BLCA Secretary in review of association by-laws, rules and regulations, Appeal
Procedures and Schedule A, Deeds and Covenants and any amendments; propose
changes to the documents to the Board of Directors and, when applicable, voting by
membership.
Capital Projects & Property Development
Chairperson - Charles Ritson
Co-chairperson - Clare Bennett
Research, organize, schedule and review improvements and/or major repairs to community facilities and buildings from start to finish; review BLCA properties for various
developments & improvements, review lots for sale privately or through tax sale
status; make recommendations to Board of Directors.
Finance, Budget, Contracts
Chairperson - Marcella Livingston
Co-chairperson - Vincent Flatt
Assist BLCA Treasurer in the yearly review of expenditures; prepare and recommend
annual budget to the Board of Directors with or without dues increase.
Road Maintenance & Construction
Chairperson - Vincent Flatt
Co-chairperson - William Wagner
Review roads for possible construction and repairs; present proposals to the Board of
Directors.
Voting & Elections
Chairperson - Jesse Burris
Co-chairperson - Adam Fass
Assist BLCA Secretary; count and verify membership votes; review voting procedures.
11
APPOINTED COMMITTEES
BLCA Property Beautification
Chairperson - Tom McConnon
Co-chairperson - vacant
Maintain & beautify community facilities/entrances; organize community clean-up.
Community Safety
Chairperson - Kevin Crawley
Co-chairperson - vacant
Research, assess, and recommend improvements to the BLCA safety program in the areas of equipment, procedures, and personnel. Focus is on protecting our common areas
and amenities and making them safer in accordance with governing documents.
Communitcations
Chairperson - Clare Bennett
Co-chairperson - Dennis McMahon
Assist vice-president; address community concerns; coordinate emergency action plans;
coordinate workshops; prepare community newspaper; maintain website.
Recreation
Chairperson - Cecilia Buckle
Co-chairperson - vacant
Stimulate interest in BLCA activities; coordinate, organize and prepare recreation functions, activities, parties/picnics for community residents and different age groups; assist
Recreation Supervisor in activities.
Lake Management
Chairperson - Charles Ritson
Co-chairperson - vacant
Monitor lakes and recommend to the Board actions needed to maintain optimal health
and recreational usage; apply for appropriate grants/funding; communicate with residents through articles and seminars: water quality monitoring, geese control, septic system management, lake and shoreline practices, aquatic plant control, fish management.
Did You Know
• If you want to find out about any of our committees you can attend a
meeting to check it out and see if it’s a good fit for you. Committee forms
can be submitted any time throughout the year.
• Burning barrels are now permitted in Birchwood and you can enjoy a nice
fire outdoors as long as you meet the Rules and Regulations requirements.
• Anyone can submit pictures, articles and letters for The Birchwood Voice.
Email them to [email protected].
• Birchwood is one of the few associations in the area that submits
the budget for a membership vote. The budget will be mailed to the
membership in December with a January vote deadline. Your vote is
important to the Association – BE SURE TO VOTE!
• The Clubhouse is available to rent for events at a reasonable cost. Member
must be in good standing to avail of this. If you wish to rent the clubhouse
please submit a letter to the office detailing the event, date, time, number
of attendees, etc. The office will prepare a contract.
Art Display at our Annual Meeting by our Art Club
570-828-2306
800-634-5964
1506 Route 739
Dingmans Ferry PA 18328
Serving Milford
Dingmans Ferry
and Pike County
Pennsylvania
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