Board Meeting Minutes May 14, 2013

DREAMLAND VILLA COMMUNITY  CLUB
Board of Directors Meeting
Tuesday, May 14,2013

The meeting was called to order at 9:04 AM by President John Mathews.  Open forum was held with remarks by Dorothy Randall. Pledge of Allegiance was made.  Roll call of directors revealed those present were:  Wendell Black, Harry Cole, Dan Collins, Charles Dubbs, Aggie Forsyth, John Mathews, George Sheppard, Patty Thorpe, Gordon Watson,and Lyle Wood.  Absent and excused: Larry Wilkens.  Absent and unexcused Patricia Fender.

A quorum was present.

4/9/13 Board of Directors Meeting Minutes - Charles DubbS made a motion to approve.  Second: Wendell Black.  Motion passed.

4/23/13 Board of Directors Study Session Minutes - Aggie Forsyth made a motion to approve. Second: Harry Cole. Motion passed.

5/1 /13 Study Session Meeting Minutes - Lyle Wood made a motion to approve. Second: Gordon Watson.  Motion passed.

Committee Reports

Treasurer's  Report -  Patty Thorpe.

Current balance in checking account $220,594.14. A spreadsheet was passed out that shows estimated income and expenses May through December 2013. A balance sheet for April 30, 2013 along with  Revenue and Expenses for April were provided.  Patty is leaving for Wisconsin for the summer - Charles Dubbs, Assistant Treasurer will be available through the summer. Financial report May 14, 2013 on file.

Administrative Services Manager's Report - Jackie Young

There are 2227 membership cards and 407 social cards issued to date.  Of 19 home closings in April, 10 chose to become DVCC members. 16 new escrow requests were processed. Century Link upgraded the office router and verified we are at 12mgs of DSL service.  Phone problems have been fixed.  WiFi is now available at the Read Hall Complex.  The cost to add WiFi to Farnsworth Hall would be $85 per month for 12 mgs of DSL utilizing the phone line already there. The 3 year proposed contract includes free installation and a free modem.  All SRP meters have been put on time of use plan.  Report on file.

Committee Reports: · Citizens Posse - No report

Citizen News - Barbara Miller
Papers will be smaller in the summer months and there is no home delivery until Oct.

By-Laws & Policies & Procedures - Aggie Forsyth
A Parliamentarian is needed to fulfill the boards desire to retain that position.
Article VI, Section 10 which deals with capital expenditures over $20,000 which are not for maintenance or repair has been referred back to committee for review. 
Renaming of the Nature Walk Oversight and Maintenance Committee was deemed unnecessary at the Study Session.  Report on file.

Compliance - Gordon Watson
41 complaints have been filed for 2013, and 23 are still open. Report on file.

Maintenance & Pool Maintenance (Progress Reports) - Harry Cole
On April 29,  trespassers were found camped out behind.Farnsworth Hall and removed. Projector system at Farnsworth Hall is being "finalized".  Ten new tables are now at Farnsworth Hall.  An extensive maintenance report is on file.

Farnsworth Entertainment - Patricia Fender  - No report.

Hobbies,Crafts,and Indoor Activities - Red Westall - No report.
Harry Cole stated that monitors need to be present in woodshop when work is being done.

Kitchen Sub Committee - George Sheppard - No report

Library - Dan Collins - No report

Membership - Dorothy Randall reporting for Karen Peterson
A committee meeting was held May 2 to consider changes and improvements for the 2014 membership drive. Cost savings in postage was an emphasis. The procedure the committee has chosen requires early notification of the process be given to members via the Citizen and the web site beginning in September.  The committee plans to publish an article in the November Citizen with the dollar amount of the 2014 dues and therefore the Committee requests the October Study Session agenda include a discussion resulting in the setting of the dues amount by the October 8, 2013 board meeting. Report on file.

Nature Walk - Eagle Scout Nature Walk Project Report - John Mathews
Ethan Lowry and the troop are working on benches and nearly done.  An article in planned for the October Citizen reporting what has been done.   (Photos were passed around the Board members and all commented the work was done very well)

Outdoor Recreational Activities (Shuffle Board Resurfacing Progress Report) - Bruce Van Vleet
Two courts will be resurfaced over the summer.

Personnel - Steve Holleque

Harry Cole reported for Steve that Jim Brown has been hired as an independent contractor to replace Dick Uhlmann for Security night checks since Dick is moving to another city.

Veteran's Day Commemoration - Dan Collins Nothing finalized yet

Welcoming Committee - Hazel Dubbs
Many new residents have returned to their summer homes, so only 2 persons attended the April 16
new residents meeting out of 43 invitations sent. The first meeting in the fall will be in October.  Report is on file.

Website - Dorothy Randall
Gene Miller, programmer for the DVCC web site, is working with the office to build a calendar for all DVCC events. This will allow the DVCC office to enter data and have an excellent overview of Farnsworth and Read Hall facilities bookings.  Report attached

OLD BUSINESS:

Ratification approval of new John's Villa lease for 2013-2014 - Lyle Wood made a motion that the Board approve the new lease with the same terms as the 2010 - 2013 lease.  Second: Patty Thorpe. Motion passed

Jackson White Law Firm -  Lyle Wood made a motion that the Board sign a representation agreement with the Jackson White law firm and that DVCC's relationship with the Maxwell Morgan firm be ended. After considerable discussion, several members felt that other firms should also be considered. The motion was revised to make the representation temporary while an ad hoc committee considers other firms. Second: Patty Thorpe.  Motion passed with a 6 for, 3 against, and 1 abstain vote.

Office Phone and Internet Upgrade Report - Jackie Young
See Administrative Managers report

Need for possible new fire extinguisher above the fryer in the restaurant - Harry Cole
Discussion, but no action taken.

Block Watch - Barbara Miller
No report

Cost for Letters for +55 Wording - Ralph Shirey
He reported that letters to add "A 55+ COMMUNIITY"  looking the same as existing letters could be acquired for $150 to $200 and installed with Maintenance help. Motion to approve made by Wendell Black. Second: Aggie Forsyth. Motion passed.

Charles Dubbs noted that the action to hire Jackie Young as Administrative Services Manager had never been confirmed by the Board. Therefore Charles made a motion that her hiring be confirmed effective December 1, 2012. Second: Patty Thorpe. Motion passed.

New Business:
Dreamland Villa Sales Brochure - Wendell Black made a motion that the brochure shown in the meeting be adopted and distributed to prospective new members of the community. Cost of approx. $241 to print 1000. Second: Patty Thorpe. Motion passed.

Proposed Sale of Golf Course – Open discussion was held, including a recap of the community meeting the evening before at Victory Lutheran held by the developers. The Board decided to take no official position on the issue but is encouraging community members to express their opinions.

Painting of Buildings– Patty Thorpe made a motion that the Read Hall complex be repainted by Red Westall. He has offered to donate the labor with a quote of approx. $2,400 for materials. This project to be completed in the fall. Red and Bea Westall’s offer letter of May 2, 2013 on file. Second: Gordon Watson. Motion passed.

Sure Foundation Fellowship proposal to lease Read Hall – Lyle Wood made a motion to lease to the Fellowship Read Hall for church worship services on Sunday’s 9 AM to Noon and Bible study Thursday evenings 7 PM to 9 PM. Lease would be for the period of July 1, 2013 to June 30, 2014 at the weekly rate of $175. Other details of the lease to be worked out by the Contracts Committee. Second: Aggie Forsyth. Motion passed.
(In subsequent action, the church rescinded their request to lease Read Hall)

ANNOUNCEMENTS There will be dances held at Farnsworth Hall Saturday nights 6:30 – 9:30 PM throughout the summer.

MEETING ADJOURNED at 10:49 AM.
Submitted by Lyle Wood, Secretary