April 1

DREAMLAND VILLA COMMUNITY CLUB
Board of Directors Study Session
Tuesday, April 1, 2014  Read Hall

The meeting was called to order by President Patty Thorpe at 9:00 A.M.
Swearing in of New Board Members – David Senke & Patty Thorpe
David Senke reported the election results.  

John Pawloski 3 Years 159 Votes
Lane Allen 3 Years 158 Votes
Earl Munday 3 Years 152 Votes
Cindy Munday 3 Years 143 Votes
Carol Cooper 2 Years 134 Votes
Sara D’Spain 2 Years 117 Votes
Rev. John Sabbagh 1 Year 82 Votes

     After the report David Senke swore in the new Dreamland Villa Community Club President, Patty Thorpe.  Patty Thorpe then swore in all the new members and their new positions on the board.
     Roll Call of Directors –the following were present:  
Lane Allen; Harry Cole; Carol Cooper; Sara D’Spain; Cyn Munday; Earl Munday; John Pawloski Sr.; John Sabbaugh; Patty Thorpe; Larry Wilkins and Lyle Wood.  Absent:  Daniel Collins   A quorum was declared present.  Absent: Daniel Collins- Patty Thorpe reported that because of health issues Daniel Collins will be sending a resignation to the Board; however he still plans to continue working as manager of the kitchen at Farnsworth Hall.
     By-Laws Committee Report – by Charles Dubbs
The Committee met March 31, 2014 to review the comments received from attorney David Weed with reference to the changes to the By Laws and Procedures as submitted.  The committee discussed his comments and suggestions.  In review, the committee decided not to forward any documents to the Board for action at this time.  The question of the Membership Initiation Fee is the main issue within the documents.  Since there has been discussion of removing the initiation fee by some members of the board, the committee felt it would be better to wait until that is addressed by the Board.  The committee also agreed that the By-laws need to be reviewed in their entirety.  
   DVCC Volunteers Medical Insurance Coverage – Lyle Wood
Lyle Wood gave the Board members and general public information regarding Volunteer Accident Insurance for Volunteers.  It covers as a medical supplement, a $100,000 accident death benefit, dismember benefit, etc. This will cost the Club $300.00 a year and insurance would cover up to 50 volunteers at one time.  Patty Thorpe requested that this information be posted to the Citizen.
Contractor/Vendor insurance Certificate needs – Lyle Wood
Lyle Wood reported that he met with the new Maintenance Chairman, Earl Munday regarding the Liability Insurance.  He showed him the form that we need to give contractors in order for a contractor to name us on their Liability Insurance before doing any work services for DLV.
      John’s Villa fire suppression system impacts our fire insurance – Lyle Wood

Lyle Wood reported that we had an inspection of our facilities by a contractor employed by an auto owner’s insurance company.  March 20th Inspection report showed 11 items total.  There were 4 deemed to be priority items on the list.  The priority items has to do with the kitchen,  John Villa’s Kitchen, which is presently equipped with a kitchen fire suppression system and a need to update the kitchen with the latest new requirements of UL 300.  The equipment is owned by John Villa.  After a meeting with John’s Villa we are working together to be able to get the kitchen in compliance with the code.  It is estimated it will cost in the area of $4,000.    They are looking at the summer shutdown to bring the kitchen up to code by August 2014.

Other items on the list were the front entrance side walk to John Villa’s Kitchen; the sidewalk in the back entrance of Farnsworth Hall; no handicap parking designated at the Bocce Ball court.

These items are being worked on and some cost will apply to rectify the items.

Another item not on the list is Workman’s Comp with a company called Am Trust.  Each new Board member needs to sign a form that shows they reject any coverage under the insurance policy.  Once the form is signed Lyle Wood will fax in and that should take care of another year.

Cell Tower buyout, latest offer from Crown Castle – Lyle Wood
Request Control Buyout – Lane Allen
(The two subjects above were combined in the meeting)

Lyle Wood gave an update on the current Dreamland Cell tower buyout option.  Crown Castle has sent in a new offer dated 3/8, 2014.  They have upped the purchase price to $174,000.
Some of the items that were discussed were the affect the sale would have on the non-profit status of the club; what the tax implications would be; would this be only a board involvement or the whole community as a whole; losing property because of possible easements; cell towers not in use by 2041, etc.  

Patty Thorpe made it clear to all that the sale would be of the lease only, not the property as a whole.  .  After a lengthy discussion between board members it was decided not to put this item on the agenda.

Nature Walk Clean Up Contract – Larry Wilkens

Larry Wilkens reported that a contract was made to get a chipper into the debris area that has been collected for months by the volunteers. The total of this contract is $655.00.   The Nature walk determination was that the money would come out of funds donated for the nature walk for things of this type rather than out of the DVCC general budget.   The plan is to meet at Recker and the Nature Trail 8:00 a.m. on April 9, 2014.

Notary, new plan – Patty Thorpe

Patty Thorpe reported that after the last meeting she got a call from Barbara Thacker who used to be a Notary in the past.  She works at the DLV Library and she offered to do the notary service for the community.  Patty will meet with her and get her started on the process and finalized this week.  There will be set times and she will do emergency service.  All notary items will be free to members and there will be a charge for all non-members

Call an All Membership meeting on the Second Tuesday of November. (November 11th) to discuss and publicize the upcoming meeting: - Lyle Wood

Lyle Wood mentioned that his idea was spurred by Lane Allen’s article in the March Citizen regarding the great distress that our Club is having in our Finances.  Lyle Wood is going to purpose that he offer a motion at the next board meeting which would have the effect of calling for the board’s approval of a general membership meeting November 11  for the following purposes and that this announcement be included in the May and subsequent Citizens and on the website.  Lyle Wood felt that the Board needed to discuss their feelings regarding presenting the items below to our members.  
Current financial condition of the club
Cost Cutting items Implemented to date
Viability of returning to an HOA status and how to go about it
Changing membership status to per household rather than per person
Clarify membership status of renters and their dues
Call for a one time membership vote on waiver of 10% due increase per bylaws
Vote on increasing dues to $ 300 or XXX per household
Vote on permitting new members to not pay $ 400 membership fee but instead pay a higher annual dues by $ 50.00
Actions the board may be required to take if our financial peril not resolved
Set dues accordingly for 2015 at a special meeting of the board immediately      following the general membership meeting,
A great deal of discussion ensued on the pros and cons on the various points of the proposed agenda and the means of making a meeting happen in the fall with the summer approaching and the scattering of the Board members.  It was suggested an ad hoc committee be formed and the following persons volunteered:  John Pawloski, Barbara Miller, Patty Thorpe and Lyle Wood.  Others will be asked to participate.  More detail will be available at the next Board meeting.
 
Create Strategic Planning Committee – Patty Thorpe
See above item where using a strategic planning process might be considered.

Dreamland Villa signs – Earl Munday

Earl Munday gave a review of signs.  The cost is low enough that it does not need board approval, however, to keep it on record it was requested to ask for the board approval at the next meeting.  These signs are not reflective and the durability is about 20 years in AZ.  Board members felt it was a good idea and John Pawloski suggested that we keep up with the signs yearly. Jim Cook suggested that Earl investigate the CFR’s before ordering the signs.  (Report on file)

Suggestions received at Volunteer lunch – Earl Munday

Earl Munday mentioned that the suggestion boxes have been out for a couple of weeks and that they have gotten a few suggestions.  1. Mic’s at Study Session; 2. Institute Bingo.  a. researching card bingo for all; b.  need volunteers for full bingo and Club cannot fund the pots; 3. Buy NFL package.  Could be done with setup in Farnsworth, however it will have to be funded another way and the Club cannot fund it at this time.  Patty Thorpe asked if all the suggestions are being responded to, Earl Munday. said if they signed the suggestion they get back with the person directly, the ones that are anonymous will be posted in the Citizen.

Potential sale of South Lot – Harry Cole

Harry Cole brought up the possibility of selling the south lot in located at Farnsworth and part of the Farnsworth lot located on Butte Street.  John Pawloski suggested that DLV could lease it out.  Earl Munday stated that the Planning Committee needs to look into insurance concerns.  Value of the property was discussed as well as looking into survey.  After discussion the Board decided not to put this item on the agenda meeting.

Facility Fee for Non-Members – Earl Munday

Earl Munday mentioned that as a club we need to show benefits for being a member. One way to accomplish this that there be a “Facility Fee” for non-members.  This would include anything that the club would sponsor.  i.e. without a Club Card the facility fee would be added and the fee could be $1.00 or $2.00  for non-members for any club member event.  Since DVCC members will have already paid this fee by paying their membership dues.  Discussed giving 4 free passes to have them see what our facilities are about and will only affect non-members and to start in October. There should be no exceptions into charging for this fee.  Patty Thorpe suggested that this idea be sent to the Planning Committee.

Farnsworth Hall Closing for Summer – Larry Wilkens

Larry Wilkens brought up the closing of Farnsworth Hall over the summer.  He felt that the numbers did not match and that there would not be that considerable amount of savings to close the hall.  It was decided that Lane Allen, Larry Wilkins, Harry Cole, Earl Munday and Patty Thorpe discuss these items in a pre meeting and would then bring the results of the pre meeting to the board meeting.

There were concerns about full time members being able to use the hall for the summer for activities such a pickle ball.  There was a discussion of doing activities very early in the morning and also a possibility of using fans.    

Earl Munday mentioned that he could not find the sign-in sheets for the use of Farnsworth Hall.  

Les Klontz talked about using the hall and pickle ball.  He offered information on how long it would be used and by how many who would be playing.  

Les Klontz also offered a suggestion of publishing members names in the Citizen.  Board would consider the suggestion.

Patty Thorpe set up another meeting before next week’s meeting and to put the closing of Farnsworth Hall on the agenda for a vote.

Patty Thorpe asked if there were any other items to bring up.

Larry Wilkens brought up a list of ten recommendations that was brought to the board of April 2013.  One of them was to begin an energy committee and that has not been done yet, and the rest of the recommendations is what they have been talking about and that was saving money.    Also the pool covers were mentioned.  He suggested that the Board look at that again.

It was mentioned that the covers for the pool would not bring down the cost as much in the summer as in the winter, but it would still help.

Adjourn Meeting at 11:20 A.M.
Submitted by Carol Cooper, Secretary