Board Meeting Minutes - February 12, 2013

Board Members present were Steve Holleque, John Mathews, Frances Skaggs, Patricia Thorpe, Jerald (Red) Westall, Larry Wilkens, Lyle Wood, Agnes Forsyth, and Doris (Dodie) Gruner. Absent but excused was Wendall Black.

The December 4th Study Session minutes were approved.

John Mathews moved to approve the December 11 Board minutes. Frances Skaggs seconded. Lyle said the first sentence in Old Business needed changing to “Reducing the size of the Board to 12 members shall be effective April 2013.” Lyle Wood moved to accept this amendment. The motion carried.

Changes discussed for the January 2 Study Session were: John said his name was spelled incorrectly and Charles Dubbs reported on the scout troop findings, not Red Westall. Lyle moved to accept the minutes as changed, Dodie 2nd. Motion carried. John Mathews moved to accept the January 8th Board Minutes, Patty Thorpe seconded. Motion carried.

John Mathews said the February Study Session Minutes needed corrections and approval. John Mathews was missed in the roll call. Patty presented two different options but one selection for today considered. Aggie’s name was mispelled. Article 9, not 10 is being amended. Dodie moved and Patty seconded the minutes to be accepted as changed.

Treasurer: Patty reported that previously 39% of expenditures went for legal expenses. Now the legal costs are 1%. Dues collected so far are $297,883. The yearly audit should be completed this day. All revenues and expenses will be posted on the bulletin board at Read Hall. She said the “Paychecks” company for payroll was negotiated down to one half the cost.

Administrative Office Manager: Jackie Young reported that Maricopa County would send officers to the General Meeting today at 2:00 PM. To date 2109 membership cards have been given out and 359 social cards. She led a discussion about the outdated phone/modem lines. A Century Link service call might cost about $100. Checking into a different provider with better service could be done. John Mathews moved to fix the phone trouble using Brian and Tyler’s help for now and get bids from other companies. Larry seconded. Carried.

Standing Committee Reports:
Maintenance and Pool Committee: Steve reported the lap pool heater will be increased 2 degrees. Hot water fill line replaced on water heater in men’s bathroom Read Pool. Switch relay on F-Hall lights was replaced, thank you to Richard. Truck bed liner was found in R-Hall parking lot. It was cut up and put in dumpster. Sprayed complex to help keep weeds down. Fill valve on R-Spa was replaced.

Membership: Aggie announced that social cards go to renters instead of membership cards and that social card users can use the amenities of Dreamland Villa but not cast votes. Only resident owners of homes can cast votes.

Complaints: Gordon Watson reported on a home building project that is oversized.

Entertainment: Harry Cole said the events at Farnsworth are being well attended and the volunteers are doing a great job. The brochure listing upcoming events has been updated. He said Bonnie and Jan Bruinooge are doing a great job keeping the marquee updated.

Library: Agnes Forsyth reported that 591 books were checked out last month. Volunteers put in 93 hours of work. 158 patrons visited. The book sale kept everyone busy and prices were increased to meet the prices found at thrift stores and garage sales.

Hobbies, Crafts and Indoor Activities: A chairperson is needed Outdoor recreation activities: Ralph Shirey said the new shuffleboard courts are doing well needing little to no maintenance. There are three completed and fundraisers are being held to resurface the others.

Kitchen: George Sheppard thanked everyone for doing good work keeping the kitchen cleaner.

Nature Walk: Larry Wilkens reported that about 42 volunteers helped with the cleanup. About 18 tons of wood chips were hauled away. It was finished at 2 p.m. on the second day so a third day wasn’t needed. March 18 will be another clean-up day. An Eagle Scout might be able to repair benches and signs. $150 was donated for trail maintenance.

Website Committee: Dorothy Randall said the web site lists events for 45 days. So events that aren’t shown in the Citizen can be found on the site. New things are added to the site including a video of the nature trail and photographs. Original floor plans of the homes in Dreamland Villa are posted for historic reference and interest.

Nominating Committee: Dave Senke thanked everyone who helped with the election of Directors. He hoped for a good turn out of voters and expressed best wishes to those who win seats on the board.

Volunteers: Donna Zurbay has done an excellent job recruiting volunteers. 129 are needed and she secured 86 new folks.

Old Business: Aggie moved and Lyle seconded: In the by-laws Article VI, Section 1 to be worded: The Board of Directors shall consist of twelve (12) members whose terms shall be determined as specified in Article XI, Section 4. It carried.

Aggie moved and Frances seconded: Article XI, Section 4 to be worded: In order to maintain the Board at the prescribed level, an appropriate number of directors shall be elected each February. The four directors receiving the highest number of votes shall serve a full term of three years each. Candidates receiving the next highest number of votes shall fill any two-year vacancies on the Board and the candidates receiving the next highest number of votes shall fill any one-year vacancies on the Board. In case of a tie vote, a flip of a coin shall determine the winner. A director, who has served two consecutive terms, not to exceed a total of six years, shall not be eligible for re-election to the Board until there is a lapse of at least one year following the last term served. A newly appointed director fi lling out a partial year until the next election shall remain eligible for election to two full consecutive terms. Further, a Board member resigning for any reason prior to the end of his/her elected term will be prohibited from running for or being appointed to the Board again until the end of his/her elected term plus one year. (This last sentence was the amendment made by Patty and amended to read as above at our Study Session.) The motion carried.

Aggie moved and Lyle seconded to amend Article IX, Section 2: A quorum shall be determined by the majority of the number of Board members stipulated in the Bylaws. For example, if the Board should consist of 12 members but there are vacancies, the majority will still be determined using 12 as the determining number. A quorum of this Board would then be 7. The motion carried.

Lyle Wood moved to approve the amended procedure: Facility Rental Rules and Fees”. John Mathews 2nd. Vote carried. Lyle discussed the Maranatha Church rental of Farnsworth. John Mathews moved to keep the contract’s current rate of $500 per Sunday with 60 days notice by either party for non-renewal. Aggie seconded. Carried.

Larry Wilkens moved we accept a bid for AAA for chipping wood. John seconded and it carried.

New Business: John reported that Rural Metro cannot do the CPR seminar but Banner Hospital can do it. It will be Tuesday, March 26th at Read Hall and costs $20 per person. It will take 2 hours. John moved we go ahead with the seminar. Aggie seconded. It carried.

The Fine Arts Club requested the fees be waived for Farnsworth Hall for the art show March 9. Frances moved to accept this request, Patty seconded it and it carried.

Steve led a discussion about the big Dreamland Villa sign in front of Read Hall. Should it also contain wording to include 55 Senior Community? There was agreement but perhaps not enough money in the budget. It will be discussed further at the study session. Maybe the wood working dept. could make the sign.

Lyle Wood reported the SRP will bore underneath the FH Pool parking lot and there will be cell tower electrical upgrades. These may be worked on in the summer months and not disrupt use of the parking lot.

Frances moved and Patty seconded the meeting be adjourned. Carried.

Recorded by Andrea Hill