Board Meeting Minutes - December 12, 2012

Open Forum:
Bruce Van Fleet, on behalf of Shuffleboard participants, expressed gratitude for the resurfacing of the courts and complimented the jobs done to improve the courts. He asked for two more new courts and said the players were raising monies on their own and he would bring price quotes to the board.

Everyone present recited the Pledge of Allegiance.

Roll Call of Directors: Eight members present: Aggie Forsyth, Dodie Gruner, Steve Holleque, Frances Skaggs, Patty Thorpe, Red Westall, Larry Wilkens and Lyle Wood. Wendell Black was absent but excused.

Red Westall said for anyone interested, there is information available in the office regarding the resignations of board members: Jim Cook, Judy Ford, Gordon Watson and Gloria Wilson-White. For the record, Charles Dubbs was not fired but resigned, and it was accepted by the board. Two new members of the board were installed. They are John Mathews and Lee Trevigne and both will serve until the election.

Patty Thorpe reported there is enough money to cover expenses to the end of the year. There is about $30,000 remaining which covers salaries. The balance sheet/budget is always posted at the Read Office and people can call her with questions. She moved to accept the budget for 2013 as presented at the Study Session. Lyle Wood seconded the motion. The vote passed unanimously.

Red Westall introduced Jackie Young as DVCC’s new Office Manager. Jackie introduced the new secretary, Irene Nissen.

Charles Dubbs stated the annual dues notices were mailed to DVCC residents and 120 were returned so far. The board needs to address the issue with the vendor who makes the key cards since they do not process the cards in a timely fashion. He said home sales were doing well with 100 pending sales.

Steve Holleque reported that Artic Ice water machine near Read Hall will be replaced soon. The lap pool is at 80 degrees now. Read complex is open daily at 6 AM but can be opened earlier if people notify him. New pool gates were installed and need to be allowed to close by themselves and not forced. The pools were drained, acid washed and filled. All pools comply with code and passed a surprise inspection. Steve complimented the maintenance crew and said they are to be highly commended. Fridge door seals were replaced and stage outlets replaced. The Farnsworth kitchen was not cleaned well after the last event and expressed concern that people who use the kitchen be diligent to clean it appropriately.

Standing Committee Reports:
Aggie Forsyth: Karen Petersen was asked to be Membership Chairman. Aggie is a cochair now. On December 18th they will begin to mail out key cards if they come in by then.

Gordon Watson: resigned from the board but remains as chair of the Complaint Committee. He reported there were 161 complaints year to date. At Maricopa County there are 110 still open. There are 51 open in the office. Most complaints are about weeds. Winter visitors should have a person take care of their weeds during the summer months. Boats and campers are not allowed on driveways per Maricopa County.

Lee Trevigne asked how DVCC could improve on the weeds problem and possibly put up a decorative sign showing the DVCC neighborhood. Patty Thorpe suggested it be discussed at the next Study Session. Lee suggested we publish the phone number and name of the person in charge of complaints at Maricopa County. His name is Benny Dominquez at 602-506-8688. However, it was strongly suggested that members of DVCC go through our own complaint channel by filling out a form in the office that goes to Gordon first. The name of the person making the complaint is not made public.

Red Westall reported that not enough people are showing up for events at Farnsworth Hall. It is possible too many events were planned and some entertainers have contracts with an up-front large guarantee. Some may have to be canceled which will be a Study Session topic.

Patty Thorpe plugged the New Year’s Eve party stating it is a bargain at $10 a person. There will be games, prizes and snacks and the ball will drop at 10:00 PM. Tickets are available in the office or at the door.

Aggie Forsyth stated the Library can always use volunteers.

Hobbies: Donna Zurbay is working to find a chair person for this committee.

Ralph Shirey: Outdoor Recreation Activities - thirty people attended the Saturday morning coffee. He related the many exercise opportunities at DVCC.

Dodie Gruner of the Kitchen Committee said the Pancake Breakfast is the 3rd Saturday in January. She requested a report from Steve Holleque on the failed kitchen cleanup incident.

Nature Walk: Red Westall said there would be a designated day in January to work on cleaning the Nature Walk. Larry Wilkens said he checked on the price for a chainsaw and a wood-chipper. Patty Thorpe suggested there should be a planning session for clean up in January. John Mathews suggested that Eagle Scouts might help.

Charles Dubbs reported there will be a Welcoming Committee event the 2nd Tuesday in January. Invitations will go out soon to new residents.

Strategic Planning. Red Westall said people should read the DVCC Mission Statement as posted on the office at Read. He welcomes suggestions.

Nominating Committee Report: Mary Lindgren, for Dave Senke, reported that the committee met on December 3 and 8. Candidates have accepted nominations for the board election. They are: Charles Dubbs, Daniel G. Collins, George Sheppard, John Mathews, Lee Trevigne, Patricia Fender, Patricia Thorpe, and Wendell Black. Candidate biographies and photos will be submitted for publication in the DVCC Citizen and website. Information packets are available to anyone interested in being a candidate. Jim Cook agreed to prepare the ballots and only Read Hall will be used for voting.

Old Business:
Lyle Wood spoke about the vote in March 2012 to downsize the board to 12 members. He moved to accept this amendment, “A newly appointed director filling out a partial year until the next election shall remain eligible for election to two full consecutive terms.” Frances Skaggs seconded the motion and it passed.

Patty Thorpe indicated there needs to be discussion at the next Study Session about board members who quit and if and when they are eligible to run again.

The Knox Box was explained as a box containing keys to all major buildings in DV that is accessible to emergency personnel. John Mathews motioned to approve two boxes, one for Read and one for Farnsworth at an approximate cost of $159 per box. Dodie Gruner seconded. The motion passed.

A break was called so members could read the minutes from the November 13, 2012, Board of Directors Meeting and the last Study Session.

John Mathews moved the Board minutes be accepted. Aggie Forsyth seconded the motion. It passed.

Frances Skaggs moved the minutes for the December 04, 2012, Study Session are accepted and John Mathews seconded the motion. It passed.

Lyle Wood reported about Velda Rose residents using Dreamland Villa facilities. He and six DV Committee members met with five Velda Rose members including their president. The VR committee indicated their residents wanted access to our facilities for $50. Lyle moved to have DV respond to VR saying that without paying the $125 dues, they wouldn’t be allowed to use DV’s facilities. Also, if they did agree to pay, they would not have to pay the additional transfer and admission fee. John Mathews seconded. The motion passed.

New Business:
Aggie Forsyth made the following motions:

That the by-laws reestablish the position of Parliamentarian to advise the board when needed. John Mathews seconded. It passed.

That the Board establish a one-time amnesty for payment of the re-admission fee and late charge for DVCC residents who were members of the Club in 2011 but did not pay the 2012 membership dues provided they pay the full amount for 2013. Lyle Wood seconded. It passed.

That the Policy and Procedure “Disclosure Statements and Fees” be abolished; that the procedure “Collections – Member Assessments” also be abolished, these to be replaced by the proposed policy “Membership Dues and Fees.” Lyle Wood seconded. It passed.

That the new policy “Membership Dues and Fees” be adopted. Patty Thorpe seconded. It passed.

That the modified policy “Age Restriction – Senior Citizen Overlay” be adopted. Frances Skaggs seconded. It passed.

That the modified policy “Committees” be adopted. Lyle Wood seconded. It passed.

Red Westall reported that a secretary still has not been found. Andrea Hill is filling in temporarily.

There was discussion about removing the portable toilet from the Farnsworth Hall location. There were problems with it and few Bocce Ball players wanted it there so the monthly cost didn’t appear valid. Larry Wilkens moved it be removed. Aggie Forsythe seconded. It did not pass. John Mathews moved and Lee Trevigne seconded that the discussion be taken up at the next Study Session. Motion passed.

There will be a General Meeting after the Board meeting the 2nd Tuesday in January. There was more discussion regarding the weeds by the streets. Patty Thorpe suggested a committee be formed to address the issue and perhaps meet with county personnel.

Lyle Wood motioned for adjournment and Dodie Gruner seconded. It passed.

Respectfully recorded,
Andrea Hill