10/2/2007 Board of Directors - Meeting notes

 

Regular Session

 

  1. Meeting called to order at 9:10 am by Bob Babcock
  2. Board members roll call:  Roy Franch, Lenny Buscha, Jim Bacus, Judy Halish and Bob Babcock present. Loretta Thieme and Danny Schmidt absent.
  3. Orientation of facilities and staff for new board Board Members.
    1. New business– need to appoint new signors on the association accounts. We need at least 2 on every check so having 4 on file makes this more feasible.  Currently, returning Board members Lenny, Roy and Loretta are on the accounts.  Judy will be added.  All four need to go to the bank and sign the signature card at the same time.  In this process, Beth, Anita and Tom will be removed.  Bob directed Mary to coordinate.
    2. This will be an unusual board meeting in that we will be walking around viewing the facilities and talking to staff.
  4. 9am  meet and greet with Business Office Staff
    1. Mary, Dixie and Kathy
    2. The handle accounting, payroll, AP, ATM (98 transactions in September) VVPOA makes $0.80 out of the $2.00 fee per transaction.
    3. Card readers – 2 working (pro shop and restaurant), 1 needs reprogramming, an additional 1 would cost $250
    4. Can we charge a surcharge to members who use the CC machine to pay dues?  There were at least 100 transactions this past renewal season.
    5. Question from the members in the room – Why did the delinquency policy change?  AZ laws changed (ROY).  Liens must be renewed every 3 years (MARY).  Currently 146 owners are at the 3rd letter stage in the new foreclosure process.
    6. Why are the counter tops unfinished – Lou is out on medical.
    7. 2 different cleaning services.
    8. Security cameras – 3 working – bar, pro shop & restaurant, recorder and tv in Levi’s office.

 

5.   10am meet and greet with Clubhouse staff.

a.  3 areas – Bar, Restaurant, Pro Shop

b.  scheduling, ordering, increase sales, carts to Roy of mnt

c.  3 full time and rest part time ee’s

d.  biggest problem in pro shop/course = overbooking of charity events

e.  We may need another repair guy – Lou has some serious health problems and has been out for a while.

f.  What’s working – Merchandising grown since Levi came on.

Mentioned = restaurant – leasing it to an outside entity, adding banquet hall, being able to host tournament or any event with large groups of people.

Also – smoker’s facility – most of it traded out for golf

Let’s develop a master plan for the bldg and smokers lounge and banquet hall.

WEEDs out front.

 

 

6.   11am meet and greet with Clubhouse staff.  – Mgr - Todd

                  Staff – Joshua, Tim, Allen, Ed, Charlie, Dennis, Mac, Bobby, Roy

      Need covered facility for equipment – sun is destroying even the new stuff.

      Need new equipment – some of it is barely usable.

      Tools are disappearing from the shed daily.

      35 yr old system. Frequent irrigation system breaks/repairs – need more parts on-hand.

      Currently it takes 2 guys 3 days to cut the rough.

      Aeration takes 10 hours for ½ the course.

 

The tour then went to the park on Superstition.

      There we found many, many water leaks, broken or missing sprinkler system components, grass that clearly has not been maintained, perimeter cables down allowing quads to access the park area, not enough sand in the playground, kid’s drinking fountain has been capped off instead of repaired, holes not refilled, exposed live wires in the men’s bathroom, a missing toilet tank cover, an uncovered drain in the women’s room and other problems needing attention.

 

Solutions:  Put a park host site in the park and advertise for a park host.  This will give us presence and “eyes” in the park. All board members present agreed.  We should dedicate an employee to maintaining the park.  We want complete the baseball field with red clay/gravel for the infield, benches and /or bleachers for the teams.  Trusses will be donated to the park and a pole barn will be built to replace the current shades that will be relocated to the maintenance yard.   The water facet should also be fixed or replace.  Look into digging a well and filling a reservoir which can help to meet our water needs and be stocked with fish as a fishing pond.

 

Bob called for a motion to adjourn.  Roy made the motion.  Judy 2nd the motion.  The motion carried.  The meeting was adjourned at 1:10pm.