Board Meeting Minutes - March 13, 2012

DREAMLAND VILLA COMMUNITY CLUB

BOARD OF DIRECTORS MEETING MINUTES

March 13, 2012

Meeting was called to order at approximately 9:00 AM by President Red Westall.   Pledge of Allegiance was made.   Roll Call revealed present:  Jim Cook, Judy Ford, Agnes Forsyth, Doris Gruner, Steve Holleque, Linda Roujon, Frances Skaggs, Patricia Thorpe, Gordon Watson, Jerald Westall, Lyle Wood, Larry Wilkens and Gloria Wilson-White.  Steve Peters and Gale Sabatino have resigned from the Board.  32 Residents attended.

Frances Skaggs made a motion to approve  2/14/12 Board of Directors Meeting Minutes.  Motion Passed.

Linda Roujon made a motion to approve 3/6/12 Board of Directors Study Session Minutes.  Motion passed.

Patty Thorpe briefly went over the Treasurer’s  Report.  Though early in the year, hopes are that we will stay on budget.  Report on file.

Administrative Service Manager’s Report.  Report on file.  Charles Dubbs announced Block Watch mtg. today at Farnsworth Hall at 2:00 PM.  He also read a resignation letter from Steve Peters. 

President’s Report.  Mr. Westall reports that Frances Skaggs has agreed to remain on the Board for one year to fill the vacancy left by Mr. Peters.  A Spaghetti Dinner takes place on 3/24 at Farnsworth Hall and volunteers are needed

Standing Committee Reports:

Maintenance/Pool Committee.  Steve Holleque reports various repairs, equipment installations. Report on File. 

Membership.   Agnes Forsyth had no report.

Complaints.   Report on file.  Complaints against nonmembers now sent directly to the County.  No courtesy letter sent.

Entertainment.  Dorothy Randall reports many activities this month including potluck dinner, pancake breakfast and talent show.  Check the Citizen and the website for details.

Library.  Agnes Forsyth reports 652 books checked out in February.  A new History Buff corner has been created.  Need summer volunteers – work one-half day week only.  Report on file.

Hobbies, Crafts, Indoor Activities.  Lyle Wood reports pool players requesting new covers on two tables.

Outdoor Recreation Activities.   Ralph Shirey reports warmer weather has brought out more people enjoying activities.  Shade near pickle ball courts is under construction.  Swap Meet will be 3/31 at Farnsworth.  Rent a space for $10 and optional, rent a table for $5.  Report on file

Contract Committee.  Lyle Wood has no report.

Kitchen Committee.  Judy Ford thanked volunteers.  George Sheppard will be back as Kitchen Manager.  More volunteers are always needed.

Nature Walk.  Mr. Westall reports that he will set a clean-up day in April.  Volunteers needed.

Welcoming Committee.  Charles reports for Hazel Dubbs.  Report on file.  17 residents attended the March orientation.  Next orientation will be May 10^th.

Strategic Planning Committee.  Everett Boyd not present.  No report.  Scheduled for April Study Session.

Website Committee.  Dorothy Randall encourages use of DVCC website.  She continues trying to make things easier for resident users.

Old Business Discussion:

By-Laws Change: Composition of Bd. Of Directors.  Jim Cook explained different options were pursued and changes need to be made to Article VI, Section 1, new language is as follows:   “The Board shall consist of the number of members as provided for in Article XI, Section 4, below.  The term of each Board member shall be for three (3) years, except for any member elected to complete the unexpired term of a vacant Board position.”

Article XI, Section 4 is proposed to read as follows:  “Beginning in 2013 and each year thereafter, four (4) directors shall be elected each February for a full three (3) year term each.  The four directors receiving the most number of votes shall serve a full term of three (3) years.  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 that has served two consecutive terms, not to exceed a total of six (6) 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.”

Jim Cook made a Motion to accept the above changes.  Motion passed.

A/C for Computer Room as Capital Expense.  Steve Holleque made a motion to replace said air conditioning unit.  Motion passed.

Shuffleboard Resurfacing as Capital Expense.  A bid from Floor Care of Arizona was accepted.  Steve Holleque made a motion to go ahead with repairs.  Motion passed.

Retrofit Lighting with Rebate.  Larry Wilkens reports an audit of our lighting has been accomplished.  It is recommended that all light bulbs be replaced with high efficiency bulbs.  Checking with SRP to see what rebate will be offered.   Further report at next meeting.

New Business Discussion: 

By-Laws Change:  Audit.   Jim Cook explained the Board felt that a CPA audit was not necessary every year but only every five years or when the Board decided on a need for such.  The new wording to Article VI, Section 4 of the DVCC By-Laws  is as follows:  “The Board of Directors shall engage, every five (5) years, commencing in 2015, a Certified Public Accountant to perform an audit and review of the Club’s financial records and procedures.  The Board of Directors, during the intervening years, shall appoint, at the beginning of each fiscal year, a committee of three (3) qualified voting members in good standing to perform the audit and review of the Club’s financial records and procedures.  All audit reports shall be completed no later than one hundred and eighty (180) days following the end of the corporation’s fiscal year and shall be made available, upon request, to the members within thirty (30) days of the audit’s completion.”

Mr. Cook made a motion to accept the above wording.    Motion passed.

Audit Report.  Dennis Zurbay was not in attendance.  Mr. Cook made a motion to accept the Audit Report  Motion passed.

Announcements:  HELP Services Election today.

Service: For Mr. Greg Young on 3/15 at 2:00 PM Read Hall. (Our secretary-receptionist’s husband.)

Add new chair requirement from Ceramics to April Study Session.

Keep recycling your papers – we rec’d an additional check from the company this month!  Keep any shredded paper in plastic bags.

Meeting adjourned at approximately 10:20 AM

Respectfully submitted,  Linda Roujon, Secretary