Board Meeting Minutes - January 11, 2011

Pledge of Allegiance made. Meeting called to order at 9:00 a.m. by President Dan Hudson. Roll call taken: Present were Dan Hudson, Jim Cook, Gene Espey, Linda Roujon, Red Westall, Doris Gruner, Janet Massey, Judy Ford, Aggie Forsyth, Gale Sabbatino, Steve Holleque, Hugh Rush, Gordon Watson and Frances Skaggs. Patty Thorpe is excused. 31 members attended.

Minutes Approval: Judy Ford moved to approve minutes of the December 14, 2010 meeting. Motion Passed. 

Treasurer’s Report: Gene Espey - Report posted on bulletin board and will be on file.

Administrative Services Manager’s Report: Charles Dubbs’ report is on file. Note to DVCC members: Be sure to fill out coupon enclosed with your dues statement.

Membership: Nancy Cole reports the committee is saving money this year in mailing cards out. Other years many hours were a paid position, which cost more.

Library: Janet Massey’s report on file.

Outdoor Activities: George Sheppard –Shuffleboard Team request Board approve payment of wax needed. Jim Cook moved we table this discussion/decision to next month’s meeting. Motion passed.

Nature Walk: Red Westall scheduled a clean-up day for January 21^st. Meet at 9:00 a.m. at Farnsworth and hopefully finish by Noon. Sign up!

 Welcoming Committee: Judy Ford reports in Hazel Dubbs’ absence. Next meeting w/b January 13^th at 7:00 p.m. 70 letters of invitation sent out.

Long Range Planning: Linda Roujon reports for Patty Thorpe: Committee is proceeding with a 5-year capital needs’ plan and meeting with maintenance.

Website Committee: Dorothy Randall reports Gene Miller is new webmaster in charge. Report on file. Website address is: dreamlandvilla.org

50^th Anniversary: Tickets for both Valentine Dinner and Banquet Dinner will be $15 each or $25 per couple. Check the Citizen for dates & times. Mark your calendars for the week of February 14^th for our weeklong celebration activities!

Nominating Committee: Nancy Cole reports currently seven candidates for the Board. They will be at the General mtg this afternoon at 2:00. Otherwise, their bios will be posted on Election day (February 1^st) and available online at new site.

Pickle Ball/Horseshoe. Ralph Shirey reports suggested locations of new courts. Estimates proposed. Aggie Forsyth made a motion to table discussion to February meeting. Motion passed. 

Jam Sessions: Dan Hudson reports their request for rental of Farnsworth w/o fee for 1/14, 2/11,3/18 & 4/8. Organization will share any profits with DVCC at end of year. Motion to accept made by Steve Holleque. Motion passed. (See Motion A.)

Pool Chair Lift:  Judy Ford will research and report next meeting.

Rules and Regulation Change (Use of DVCC Facilities). Motion made by Jim Cook. Motion passed. (See Motion B.)

By-Laws Modifications (Annual Audit). Motion made by Red Westall. Motion passed. (See Motion D.)

 DVCC Website. Motion made by Hugh Rush. Motion passed. (See Motion E.)

Jim Cook made a motion to move elections from the first Tuesday in February to the second Tuesday in February, beginning 2012. Motion Passed. (See Motion F.)

Polka Lovers Klub of America requesting possible rental of Farnsworth Hall in the 2012 season. Jim Cook made a motion to table this discussion to February meeting and suggested some members of the Klub meet with a few Board members to discuss. Motion passed.

Kay Hawbaker and Bob Oberholtzer were appointed webmasters for our new website.

Don’t forget the General Membership meeting today at 2:00 p.m.

Meeting was adjourned at 10:30 a.m.

Respectfully submitted,

Linda Roujon, Secretary

Motions A through F in their entirety:

Motion A: I move that Farnsworth Hall be rented to Nydia Proban from 1:00 pm to 3:00 pm on January 14, February 11, March 18 & April 8, 2011 for the purpose of holding musical jam sessions open to DVCC members and the public and that the customary rent and security deposit for rental of the hall be waived in lieu of DVCC receiving at the end of session a share of donations received from attendees of various jam sessions. (Steve Holleque)

Motion B: I move that Secton A – General of the Dreamland Villa Community Club Rules and Regulations be amended by adding the following language regarding facility usage as Rule Number 8: “The use of all DVCC facilities for any purpose or activity, with the exception of facilities assigned to DVCC clubs and activities for use on a continuing basis, must be approved in advance by the DVCC Business Office.” (Jim Cook)

Motion C: I move that the Dreamland Villa Community Club discontinue the use of its members to conduct the annual audit of its financial records and to discontinue the use of One Source Accounting Systems to prepare the closing entries to its books at the end of each fiscal year and for preparation of required tax filings. As a replacement for these services, engage a Certified Public Accountant to perform, at a minimum, the required annual audit or review of its financial records, to perform periodic review of its financial statements, to prepare required year-end closing entries, required tax filings and to provide other accounting support activities as may be requested. Such services to begin with the year-end accounting activities for 2010, including preparation of all required tax filings, and to perform an audit of the 2010 fiscal year financial records to be followed in successive years with annual audits or reviews as may be required, at an initial annual cost not to exceed $10,000. (Gene Espey)

Motion D: I move that Article VI, Section 4 of the Dreamland Villa Community Club By-Laws be amended in its entirety by substituting the current language with the following:

“The Board of Directors shall engage a certified public accountant to perform an annual audit or review of its financial records, such audit or review to be completed no later than one hundred and eighty days after the end of the corporation’s fiscal year and shall be made available, upon request, to the Members within thirty days after its completion.” (Red Westall)

Motion E: I move to rescind, effectively immediately, the portion of the Motion passed by the DVCC Board of Directors on March 9, 2010, which authorized Go.Daddy.com to provide host services for a new DVCC website and Mr. Ray Lee to function as the website’s webmaster. In the place of, to contract with Mr. Gene Miller and webonthefly.com, at a one-time charge of $300, to construct, organize and launch the new “dreamlandvilla.org” website, to contract with Advantex, at a one-time charge of $50 and a monthly service charge of $25 to provide website Hosting services and to continue to contract with Go.Daddy.com for the website’s Domain name of “dreamlandvilla.org” at an annual fee of $14.99. (Hugh Rush)

Motion F: I move, effective with the election of new Board members in 2012, to modify the date of the annual election of new members to the Board of Directors as specified in Article XI, Section 3 of the DVCC By-Laws, from the first Tuesday of February to the second Tuesday of February. (Jim Cook)