Board Meeting Minutes - February 15, 2012

DREAMLAND VILLA COMMUNITY CLUB
Board of Directors Meeting Minutes
February 15, 2012

The meeting was called to order at approximately 9:05 a.m. by President Westall followed by the Pledge of Allegiance. Board members present: Red Westall, Jim Cook, Judy Ford, Agnes Forsyth, Doris Gruner, Steve Holleque, Lyle Woods, Frances Skaggs, Patricia Thorpe, Gloria Wilson-White and Gordon Watson. Excused: Gale Sabatino and Linda Roujon. Unexcused: Steve Peters.

Judy Ford, Chairperson of the Nominating Committee, reported the results of the election of new members to the Board of Directors held on February 14, 2012. The results are as follows:

Lyle Wood – 188 Votes – Elected to a 3 year term
Larry Wilkens – 184 Votes – Elected to a 3 year term
Gordon Watson – 179 Votes – Elected to a 3 year term
Mary Kirk – 159 Votes – Elected to a 3 year term
Judy Ford – 158 Votes – Elected to a 3 year term
Wendell Black – 142 Votes – Elected to a 1 year term

Wendell Wilkens was then sworn in as a replacement Board member to replace John Carpenter until the end of the current Board year.

Judy Ford moved to approve the January 10, 2012 minutes as written. The motion was passed unanimously.

Frances Skaggs moved to approve the February 7, 2012 Study Session minutes as written. The motion was passed unanimously.

Patricia Thorpe gave the Treasurer’s report for the month ending January 31, 2012. Ms. Thorpe stated that 2012 dues received to date amounted to $323,683. The 2012 budget amount for dues is $390,941. Ms. Thorpe is confident that the Club will be able to reach the dues amount budgeted. The Treasurer’s report will be posted and is on file in the DVCC Business Office.

Charles Dubbs gave the Administrative Services Manager’s report. A copy of this report is on file in the DVCC Business Office.

Red Westall gave the President’s report.

Standing Committee Reports (Detail reports on file in the DVCC Business Office):

Maintenance and Pool Committees – Steve Holleque summarized the projects completed during the past month.

Membership Committee – Agnes Forsyth reported that the use of volunteers to process the dues payments has been discontinued since the volume of daily receipts is now low enough that they can be handled by the office staff. Ms Forsyth also reported that as of February 14th just under 2,800 memberships have been processed for 2012.

Complaints Committee – Gordon Watson reported that there were 18 carry over complaints from 2011 and 30 new complaints received since January 1st. Of these 48 complaints 18 have been closed, 14 sent to the County and 16 remaining open at the Club level. Mr. Watson reminded everyone that a complaint filed against a non-Club member is forwarded directly to the County and is not otherwise acted upon by the Complaints Committee.

Entertainment Committee – Dorothy Randall reviewed the upcoming entertainment events for the month of March.

Website Committee – Dorothy Randall reported that the DVCC website is now one year old and that its use is on the up swing. During this past January the website was visited 949 different times which involved the viewing of 5,187 pages. That amounts to roughly 30 visits per day and the viewing of approximately 5 pages on each visit. Ms. Randall also announced that the Citizen now appears in its entirety on the website. A memorial section has also been added to the website.

Library Committee – Agnes Forsyth reported that the library received a substantial number of new books during the month of January and that the collection of westerns, mysteries, general fiction including large print fiction is growing. Ms Forsyth also said that the Library is in need of volunteers during the upcoming summer months.

Hobbies, Crafts and Indoor Activities – Discussion ensued regarding DVCC members not being able to set up tables at the Arts and Craft Show. The issue will be placed on the agenda for the March Study Session.

Contract Committee – No report.

Outdoor Recreation Activities – Ralph Shirey reported that all outdoor activities are going well. He also discussed the upcoming swap meet to be held on March 31st.

Kitchen Committee – Judy Ford announced that members interested in volunteering as a food handler at DVCC events can now study for and take the County test on the internet, The fee to obtain a food handler’s certificate is about $15 which is reimbursable by DVCC.

Nature Walk – Red Westall reported the Nature Walk is doing well and that a date has yet to be set for WAPA to come through and take care of the cleanup of dead and over grown vegetation.

Welcoming Committee – Frances Skaggs reported that 55 individuals attended the January New Comer’s Meeting and 19 attended the February meeting.

Strategic Planning – Lyle Wood requested that the Strategic Planning Committee report be placed on the agenda for the March Study Session for discussion on implementation of the Committee’s recommendations.

Old Business:

Pickle Ball Shade Cover – Ralph Shirey asked the Board to approve the installation of a shade cover consisting of three sails at the south end of the pickle ball courts. The cost of the cover will be borne entirely by the pickle ball players. Frances Skaggs moved the proposal be approved. The motion was passed unanimously.

New Business:

Amend the By-Laws to Eliminate the September meeting – Larry Wilkens moved to amend the By-Laws to eliminate the September Board meeting. The motion passed with nine affirmative votes. Board members Cook, Ford and Watson cast negative votes.

Appointment of Audit Committee – The status of the Audit Committee was reviewed by Red Westall. Jim Cook raised the issue that the By-Laws require the Board to engage a Certified Public Accountant to conduct the annual audit or review of the Club’s financial records. Judy Ford moved to table the issue to the March meeting pending review of the Arizona Revised Statues to determine if DVCC is required to continue with a Certified Public Accountant or if the audit can be conducted by a committee of members.
The motion passed unanimously.

Changing the Composition of the Board of Directors – Judy Ford moved that this issue be tabled to the March Board meeting pending further review by the By-Laws Committee. The motion passed unanimously.

Ticketed Event Report Form – Patricia Thorpe reviewed the report form that will be required to be completed by all individuals in charge of any ticketed event.

Retrofit Lighting With Rebate – Larry Wilkens summarized the status of the review of possible energy conservation rebates on lighting and HVAC equipment.

Proposed Posse Carport – Larry Wilkens moved that the proposal by the DVCC Posse to install a canopy to cover three car spaces plus a handicapped space in the parking lot east of the Library be approved with the understanding security lighting will be included and that the Posse will be responsible for all costs associated with the total project. The motion passed unanimously.

Art Department Request – Lyle Wood moved to waive the fees for the use of Farnsworth Hall by the DVCC Art Department for its Annual Fine Art Show in March. The motion passed unanimously.

Heating of the Lap Pool – The issue of the heating of the lap pool resulted in considerable discussion regarding the water temperature of all pools. Frances Skaggs moved that the action by the President to turn off the heat in the Read Hall Complex lap pool be ratified by the Board. The motion was passed unanimously. It was then decided to refer the total issue of the pool water temperatures to the March Study Session.

Non-Member Use of DVCC Facilities – Lyle Wood opened a discussion regarding the use of non-public DVCC facilities by non-members. The issue was deferred to the March Study Session.

Announcements:

2/27 – Election of officers for the 2012/2013 Board year at 2:00 pm. Location to be announced.
3/19 – Orientation for the new 2012/2013 Board of Directors at 9:00 am in Read Hall.

Adjournment:

The meeting was adjourned at 11:13 am.

Respectfully submitted,

Jim Cook, Acting Recorder