Board Study Session Minutes - March 6, 2012

DREAMLAND VILLA COMMUNITY CLUB
Board of Directors Study Session Meeting Minutes
March 6, 2012

President Westall called the meeting to order at approximately 9:20 AM. Board members present: Jim Cook, Judy Ford, Agnes Forsyth, Doris Gruner, Steve Holleque, Lyle Wood, Frances Skaggs, Patricia Thorpe, Gerald Westall, Larry Wilkens, Gloria Wilson-White and Gordon Watson. Excused: Linda Roujon. Unexcused: Steve Peters. Also present: Charles Dubbs, Administrative Services Manager.

Audit Committee Report – Dennis Zurbay discussed the audit report recently completed by the Audit Committee. The audit report will be placed on the March Board meeting agenda for acceptance by the Board. It was pointed out that while the Board must formally accept the audit report, doing so does not mean the Board accepts or rejects any of the recommendations contained in it. Acceptance of any recommendations must be the result of specific Board action.

The stipulation in the By-Laws that the annual audit be conducted by a Certified Public Account was brought up for discussion. It was decided that the By-Laws Committee will prepare a modification to Article VI, Section 4 changing the requirement for a CPA to conduct the audit every year to every so many years, the frequency to be determined by the By-Laws Committee.

Changing the Composition of the Board of Directors – Jim Cook presented the By-Laws Committee recommendations regarding the reduction in the Board composition. A copy of the review and the committee’s recommendations are attached to the office copy of these minutes. The committee’s recommended modifications to the By-Laws will be placed on the agenda for the Board’s March meeting for adoption.

Excessive Absence of a Director – Lyle Wood brought up the issue of a director who has an excessive number of unexcused absences from Board meetings and asked that the item be placed on the Board’s March meeting agenda. In that this issue could result in disciplinary action against a Board member it must be discussed in executive session. The President will call for an executive session of the Board following the regular March Board meeting.

Retrofit Lighting with Rebate – Larry Wilkens reported that he and Steve Hollegue conducted an audit with G & A Services Electrical Contractors of all lighting fixtures in all DVCC buildings. G & A submitted the results of the audit along with their recommendations of what lighting fixtures needed to be upgraded to SRP. SRP’s response regarding the submission and possible rebates is due back by next week. There are approximately 3,000 bulbs involved. The program would not only replace the bulbs but also sockets, ballasts, etc. G & H’s projected guess is that DVCC’s share of the cost will be approximately $3,000.00 after the SRP rebate. This item is to be placed on the Board’s March meeting agenda.

Shuffle Board Request – Steve Hollegue discussed the Floor Care of Arizona proposals to refurbish three shuffleboard courts. Bruce VanVleet reviewed the condition of all eight shuffleboard courts. The proposal to refurbish three shuffleboard courts using the poly diamond system for $3,750.00 will be placed on the March Board meeting agenda. The cost of the project, if approved, will come out of the Equipment Replacement/Improvement Fund.

Strategic Planning Committee Suggestions – Lyle Wood brought up the recommendations presented last December by the Strategic Planning Committee. Much discussion ensued particularly about improvements at Farnsworth Hall. Mr. Wood suggested that perhaps the approach to the committee’s recommendations should be on a “what we can afford” basis. Patricia Thorpe suggested the issue be placed on the Board’s April Study Session agenda for more discussion. In the meantime, Mr. Wood will get more information on the cost to purchase an electric sign.

Card Usage/Facility Usage by Non-Members – Lyle Wood brought up the issue of people who are not paid members of DVCCusing the Club’s facilities and attending activities. At a previous meeting, it was agreed that the people in charge of the various activities should be responsible to ensure only members and qualified guests attend each activity. The problems with this approach and the issue in general was discussed at length. It was concluded that a letter should be sent to the leader of each activity reiterating the Club’s policy on attendance. It was further recommended that the President should discuss the issue in his monthly article in the Citizen. Additionally, a luncheon meeting should be held with the leaders of each of the activities, minimally twice a year, to discuss various issues. The issue will not be placed on the March Board meeting agenda.

Escrow Response Form – As information to the Board Charles, Dubbs reviewed the process used for informing new and prospective homeowners in Dreamland Villa of the Club’s membership requirements and associated fees particularly relating to the changes made in the Membership Card Issuance Definitions, the Escrow Response Form and the Membership Agreement. Mr. Dubbs stated the changes made are an attempt to satisfy the problems the office has been having with homeowners, real estate agents and title agencies. Mr. Dubbs also emphasized the need for Board members to fully understand the issue of admission and transfer fees.

Read Hall Foyer – Charles Dubbs brought the need to clean up the foyer (street entrance) to Read Hall. It was agreed that this was an issue that should just be addressed by the office and the Maintenance Department and did not require Board action.

Renting of Two Halls – Charles Dubbs said he placed this item on the agenda because of concern in the office that there are rental categories where no rent is charged. Particular concern is that the Club still has expenses such as setup and teardown costs, utility costs, and etc., for which the Club is not being reimbursed. The issue was referred to the Policy and Procedures Committee for review and recommendations.

Jam Session for 2012-2013 Season at Farnsworth – Patricia Thorpe brought up the issue of the Jam Session, the potluck dinner and the pancake breakfasts all occurring during the same week of the month and asked if these events could be spread out over more weeks during the month. Judy Ford said they had already had discussions with the Jam Session group. Ms Thorpe will look at the possibility of moving the potluck dinner to the fourth Thursday of the month.

New Equipment at Farnsworth Hall – Steve Holleque announced that a new projection screen and digital projector have been installed at Farnsworth Hall. Mr. Holleque said that Harry Cole was concerned about the use of this and other equipment by hall renters and suggested that our rental policy be modified to include a requirement that only DVCC approved and qualified individuals be allowed to operate the lighting and audio/visual equipment. This issue will also be reviewed by the Policy and Procedure Committee.

A/C for Computer Room as Capital Expense – It was agreed that the Computer Room air conditioner needs to be replaced. The item will be placed on the agenda for the March Board Meeting.

Adjournment:
The meeting was adjourned at 11:04 AM.

Respectfully submitted,
 

Jim Cook, Acting Recorder