Board Study Session Minutes - May 7, 2013

 
Board of Directors Study Session Minutes       
Tuesday, May 7, 2013
    
Meeting was called to order at 9:00AM by President John Mathews. John requested board approval for meetings to begin with an opening prayer. No objections were offered  John then volunteered to give the prayer and told the board members that if they would like to offer the prayer in future meetings to let him know.

Roll Call of directors revealed those present were:  Wendell Black, Harry Cole, Charles Dubbs, Patricia Fender, Aggie Forsyth, John Mathews, George Sheppard, Patty Thorpe, Gordon Watson, and Lyle Wood.  Excused: Wilkens and Collins
A quorum was present.

 Discussion of the Purpose and Use of Farnsworth Hall – Fender
Pat said she was not prepared to discuss this as she had not yet met with Harry Cole, previous chairperson for Farnsworth Hall.  John invited discussion among the Board and comments included:
-newer community members preferred more rock and roll type music
-lets have outdoor movies at the band shell
-previous overbooking of too many events compressed into the calendar
-people want more dances and less sit down type entertainment
-people want places to gather and get out of their houses in the summer
-Farnsworth Hall needs to be identified more visibly as an entertainment center.
No firm conclusion reached at this point.

Should Article X, Section 2 which states that the Board shall appoint a Parliamentarian be amended, deleted or remain as is? – Forsyth
Decision reached to remain as is.  Discussion followed on possible persons to fill that role.  No further decisions made.

Should Article VI, Section 10, which deals with capital expenditures over $20,000, which are not used for maintenance or repair be changed? – Forsyth
Tabled for further review by Policy and Procedures Committee

Should the Policies and Procedures, Nature Walk Oversight and Maintenance Committee name be changed? – Forsyth
Decision to leave as is

Should we review the Purchasing procedure Section H regarding Capital Expenditures? – Forsyth
Tabled for further review by the Policy and Procedures committee

Final Approval of Dreamland Sales Brochure – Wendell Black
Editing suggestions were made and project returned to Public Relations Committee for preparation of final brochure for Board approval

Proposed Neighborhood Weed Committee. – Thorpe
Board thought good idea but concerned regarding liability issues for club so Board decision to leave it as a neighbor helping neighbor initiative, not a club project.

Discuss the proposed purchase of a defibrillator. Thorpe
Decision was made to place on next Board agenda.

Proposal to consider Cell Tower Lease Cash Buyout Offer. – Wood
After discussion of pros and cons, decision made to not consider further.

Proposal to turn off parking lot lights at Farnsworth Hall at 10 PM leaving only two lights on during night time hours. – Cole
Harry recommended against proposal and Board agreed.

Public Relations Direction. – Black
No report

Upgrades to Exercise Room – Thorpe
On hold for review of funds availability

Pool Deck repairs. Cole
Will be taken care of by Maintenance

Read Pool Pump House Brick Wall Enclosure Proposal.- Cole
On hold

Suggestion for qualifying for business name only so maintenance can purchase supplies at a discounted price. This is NOT intended to be a business to sell products but just a business name. – Wilkens
Patty related that our CPA advised against this and Board agreed with his recommendation. Harry Cole stated that the Maintenance Dept is able to make discount purchases without a special business name.

Screen door proposed to be added at Farnsworth Hall. – Cole
Maintenance is looking into this.  Not an easy fix.

Concrete sidewalk repairs near John’s Villa entrance. – Cole
Maintenance Foreman is getting estimates for breaking out existing sidewalk and replacing concrete.

Paint, Repair and Clean-up restroom areas at both Read Hall and Farnsworth Hall Pools – Cole
Maintenance will take action in next month.

Additional Subjects
Painting Read Hall complex – Cole
Red Westall has offered to paint entire complex for $2400 with donated labor.  Board agreed to accept proposal if funds can be made available. Finance committee will provide Board with funds status of the existing approved projects such as the roof repair, etc.

Law Firm Decision – Wood
John Mathews indicated this subject will be on next Board agenda

Farnsworth Hall Funds Accounting and Expenditures – Cole
Patty will review with Harry how funds are reflected through accounting.
Adjournment at 10:50AM

Submitted by Lyle Wood, Secretary