Board Meeting Minutes - April 9, 2013

3/5/13 Board of Directors Study Session Minutes Larry Wilkens made a motion to approve. Second: Black Motion passed.
3/12/13 Board of Directors Meeting Minutes Larry Wilkens made a motion to approve. Second: Forsyth Motion passed.
4/1/13 General Meeting Minutes (Swearing in & Installation of Officers) Harry Cole made a motion to approve Second: Dubbs. Motion passed. 4/2/13 Board of Directors Study Session Minutes Larry Wilkens made a motion to approve. Second: Watson. Motion passed.

Treasurer's Report Patty Thorpe informed the board of actual membership dues collected in comparison to actual figures same time in 2012 and budget figures. Patty also informed the board of the amount in the checking and reserve accounts. She commented she remains very positive although early in the year; hopes are that we will stay on budget.

Administrative Service Manager's Report. Dick Ullmann, night security person has submitted his resignation effective May 17, 2013. Office phone & internet problems are still an issue. Gene Miller, DV Website Programmer is working on integrating the Web calendar with the office scheduling needs. To date we have issued 2232 cards for members and 400 social cards. Report on file.

Items Brought Forward from Board Study Session held April 2, 2013

Committee Chair Assignment List & Other Committee Assignments John Mathews made a correction for Membership Chairperson from Charles Dubbs to Karen Peterson. All the committee names were then read. Motion was made by Lyle Wood to accept the list as corrected. Second: Sheppard. Motion passed

Law Firm Visit by Members of the Board Lyle Wood reported on the planned meeting April 16.

Proposed Cell Tower Lease Cash Buyout Offer Lyle Wood briefed the board on the proposed offer. Since the Budget Review and Planning meeting is scheduled for April 23 to identify spending needs, Lyle Wood made a motion to Table the consideration of the offer until after the April 23 meeting. Second: Watson. Motion passed

Bank Resolution for 2013-2014 A motion was made by Patty Thorpe that a new Bank Resolution dated April 9, 2013 be approved to identify the 5 check signers listed. Second: Collins.. Motion passed. Signatures and other personal data is required for all signers by the bank along with a copy of this meeting minutes.

Committee Reports

Posse – John Pawloski Sr. spoke in the absence of Commander Brown. When asked about the sheriff car proposed shade structure & if it would be built, he said no. Harry Cole mentioned that relations between Dreamland and the Posse had improved after a recent meeting.
Citizen News – Barbara Miller
Last delivery this spring is May; home delivery resumes in October. Residents can read the Citizen from their summer home on the Dreamland website. Copies of the citizen will be placed in containers near the pools during the summer for resident pick up.
By-Laws & Policies & Procedures – Aggie Forsyth
Discussion regarding need for a Parliamentarian and other matters needing resolution will be considered in a future Study session. Report on file Compliance – Gordon Watson
20 complaints have been received so far in 2013. Report on file Contracts – Lyle Wood
No report
Maintenance & Pool Maintenance – Harry Cole
A time card system is being studied for use by maintenance persons. A list of maintenance persons available on call 7 days a week until 10PM is being prepared for posting at the pools. Housekeeping improvements are being implemented.
Farnsworth Entertainment – Patty Fender
A coordination meeting with Harry Cole is planned. Harry Cole voiced his frustration with lack of strong Dreamland resident participation in entertainment over the years. A future Study session topic. Hobbies, Crafts, and Indoor Activities – Red Westall
Activities will pretty much stay open over the summer.
Kitchen Sub Committee – George Sheppard
A surprise visit by a Maricopa Environmental Services Dept Food Services Inspector on 4/8 resulted in an A (excellent) rating. The kitchen committee will be posting a sign in Farnsworth Hall during potlucks at the suggestion of the inspector that Dreamland is not responsible for food borne illness.
Library – Dan Collins No report
Membership – Karen Peterson
She has 30 volunteers on her committee. They recognize that postage is very expensive in processing membership in past years and are looking at ways to improve using the Citizen and website to get information to homeowners and members picking up of membership cards after issue.
Nature Walk – Larry Wilkens
The recent storm caused wind damage resulting in a downed ocotillo. Fall cleanup of the nature trail is scheduled for December 11 at 9AM. Report on file.
Outdoor Recreational Activities – Bruce VanVleet Events are continuing with strong participation.
Personnel – Steve Holleque Committee consists of 3 members to date – Steve Holleque –chair, Harry Cole and Ken Hyink
Public Relations & Information – Wendell Black Need discussion on committee direction. He suggested finding a Community Reporter. Future study session item
Veteran's Day Commemoration – Dan Collins Plans for the November event will be finalized by next month.
Welcoming Committee – Hazel Dubbs The March meeting welcomed 21 new residents to the community. Next meeting will be April 16 in Read Hall. Report on file.
Website – Dorothy Randall Gene Miller & Jackie Young are working on creating a format for the DV office calendar. Website working on putting DV forms online. Summer hours changes for activities should be reported to the Web.
Volunteers – Donna Zurbay No report

Old Business:

SRP Utility Review – Larry Wilkens Larry provided a handout detailing electrical expenditures and other energy use concerns. A future study session item will be required to identify actions needed to reduce our costs for energy.

Eagle Scout Nature Walk Project Report – Larry Wilkens Ethan Lowery, working on an Eagle Scout Project, has raised over $600 by soliciting Dreamland homes. The funds will be used by Ethan to rebuild benches and provide plant signage.

Office Phone and Internet Upgrade Report – Larry Wilkens Larry detailed the efforts by himself and others to research equipment problems in the office. After discussion, a motion was made by George Sheppard to engage Century Link to identify and fix the problems. Second: Forsyth. Motion passed. Report on file.

Kee card update – Larry Wilkens A pressing need to upgrade our kee card system will be a future study session item. Report on file.

Bids for Farnsworth Hall Roof Repairs Report –Harry Cole
Bids are being solicited

Need for possible new fire extinguisher above the fryer in restaurant – Harry Cole
No report at this time
Block Watch Report – Barbara Miller A total of 5 neighborhood block watch parties have been held recently with 13 blocks covered. There will be a January meeting for the block watch groups with the subject "identity theft". More groups are forming.
Cost for Letters for +55 Wording – Ralph Shirey More cost information next month.
Shuffle Board Court Resurfacing
Bruce Van Vleet reported on the need for 2 shuffleboard courts to be resurfaced. Discussion ensued on whether we should authorize the $1500 expense not covered by the participants now or wait for the April 23 Budget meeting. Larry Wilkens made a motion that we proceed with the resurface. Second: Sheppard. Motion passed

Neighborhood Weed Committee Proposal – Patty Thorpe Move to study session

Discuss the purchase of a defibrillator – Patty Thorpe Move to study session

New Business: None

Announcements

Visit to Law Office Scheduled for Tuesday, April 16. Board Members are to meet at the DVCC office at 9:45 AM to car pool.

Board Member Budget Review & Planning Session Meeting scheduled for Tuesday, April 23, at 9 AM in Read Hall.

Next Board Study Session scheduled for May 7, 2013 at 9 AM in Read Hall.

Next Board Meeting scheduled for May 14, 2013 at 9 AM in Read Hall.

Agenda Items for both Study Sessions and Board meeting need to be submitted via E-mail to John Mathews five days prior to event.

Adjournment at approximately 11:00 AM

Submitted by Lyle Wood, Secretary