Board Study Session Minutes - May 6, 2014

Update Review of By-Laws and Policy & Procedures – Co-Chair Jim Cook: This committee was headed by Larry Wilkens and in Larry’s absence presented by Jim Cook. The committee took into consideration comments from the Board and interviews with both members and non-members. The committee presented a unique side by side view of the existing documents and proposed changes. Key changes are as follows:

• Admission Fee is deleted
• All residents whether owners or renters will be considered voting members when the annual dues have been paid. Exceptions are live in housekeepers/care givers and boarders.
• If one member of a residence becomes a member all persons living in that residence must become a member.
• All references in the Article XII and XIII relating to the CC&R’s have been deleted.
• Reactivation fees of $125 and $275 changed to $50 fee.
• Membership cards will not be issued until all amounts due are paid when using a payment plan.
• All changes if adopted will become effective 7/01/14
• Current documents are ambiguous in the description regarding apartments and locations. This has been updated with addresses as defined by the Assessor’s office.

Insurance update/financial assistance for John’s Villa – Lyle Wood: The insurance committee recently worked with an insurance broker to identify a new insurance company for better coverage and reduced costs. Once the decision was made an inspection was conducted by the new company and DVCC was sited with 11 areas in need of improvement. One area being the fire suppression system in John’s Villa Restaurant (UL 300 System). Even though Eddie and Barbara have committed to upgrading the system the insurance company went ahead and issued a cancelation on our policy due to this. This prompted the committee to go back to the broker and seek a new insurance company that would not take such a hard line and be willing to work with us. This was successful and we are now covered again. The cost for the upgrade to the fire suppression system is $4145.00. Eddie and Barbara have requested a $2000 loan from DVCC to help cover this expense. Lyle recommends we grant the loan to be paid back at $125 per month for 16 months, interest free.

Posse use of Library meeting room full time – John Pawloski Sr.: The Sheriff’s Posse would like to use the room adjoining the Library full time due to sensitive material and the need for expanding educational needs. They would be willing to offer the room for other use if given a 48 hour notices i.e. the Libraries Christmas party. Due to the nature of the materials kept there they would request that they have the only keys to the room. John Pawloski stated he would be willing to put in a new toilet in the bathroom at the Library along with a new Air Conditioner if the board would allow the Posse to move into the room adjoining the Library on a full time basis.

General Meeting Update - Earl Munday : There is a General meeting for all DVCC residents planned for Nov. 11, 2014 to discuss the following:

• Results of questionnaires
• Financial requirements to keep DVCC open, dues, expenses
• Question and answer period
• Possible HOA discussion
• Any other information deemed informative for the betterment of the community.

Project updates by Earl Munday:
Signs – Earl showed a sample of the DVCC 55+ signs that were purchased to replace the ones stolen. He has put up 2 and asks that if anyone knows of an empty pole or has one in their yard and would like the sign replaced to please contact him.
Hot Tub Covers – Earl clarified for the board the covers $2000 covers that were voted for at the April Board meeting are NOT considered safety covers meaning a person cannot stand on them. He questioned if given that they are not safety would the board prefer to get the less expensive bubble style covers for less than $170. Both covers have a 5 year warranty. There was disagreement among the board members and Earl is to get a sample of the bubble style cover.
Read Pool bathroom doors – A survey sheet was put at Reed Pool as to whether to replace the doors on the bathrooms. The doors were removed when the painting was done due to excessive rust and poor condition. 15 voted to replace the doors and 31 voted to not replace them. It was explained that the layout of the bathrooms still allow for privacy when changing and there is increased air flow without the doors.
Suggestion Box – There have been several suggestions placed in the boxes. Earl is contacting each of the individuals and addressing their suggestions personally.
Pool cleaning – Earl and Brian meet with a pool cleaning company regarding the weekly cleaning of all of our pools. The pools are currently cleaned 7 days a week by DVCC staff. The company suggests cleaning 3 x’s a week and quoted a price of $600 a week for both Read and Farnsworth Pools. This is for the cleaning of the pools only, we still supply all chemicals. Earl suggests a contract for a call out in case of an emergency (lack of employees due to illness, vacation or injury) the amount is $80 per hour for weekday and $120 per hour for weekend. Suggested he write up specific proposal and get additional quotes.
Memory Brick Fundraiser: Cyn Munday – The Pickle Ball players are suggesting a Memory Brick Garden as a fundraiser for future repairs to the pickle ball courts that are beginning to show cracks and wear. This was thought to be a great idea and Cyn was given the go ahead to submit a proposal for area for the bricks to be placed and funds would be used.
2015 Dues: Sara D’Spain – At the board meeting Sara will present a proposal to increase the 2015 dues by 10% to make them $137.50. This is necessary to allow budget preparation for the November meetings.
Crown Castle Cell Tower Offer: Lyle Wood – Crown Castle has offered to extend our current lease agreement with them from 2041 to 2071 with a $3500 signing bonus if agreed to within 60 days. Lyle recommends we not accept this proposal.
Jackson White Law Group: Patty Thorpe – Patty relayed she had tried several times to get in touch with Eric Jackson and the individual who was in charge of the marketing group that came out to view DVCC. There has been no response from this group and no interest shown in our questions or problems. Patty suggests waiting until after the fall meeting to decide on whether to stay with Jackson White or seek other legal counsel.
Pool Rules/Regulations: Patty Thorpe – Patty suggests relaxing the rules at the pools to allow food and drink be consumed. An adhoc committee was formed with John Pawloski and Harry Cole to co-chair to discuss and set guidelines.
Rename Farnsworth Hall: Harry Cole – Harry proposes to change the name to Dreamland Villa Community Club Theater in light of the current changes and distancing with the Farnsworth family. This was met with very positive comments and will be proposed for vote at the next meeting.

Meeting Adjourned:
Minutes prepared by Jackie Young