BOARD OF DIRECTORS MEETING MINUTES DECEMBER DRAFT

Dobson Association Inc. Board of Directors Meeting Minutes for December 20, 2018 (DRAFT SUBJECT TO BOARD APPROVAL) Members Present: President: Ron Ricci Vice-President: Sandra Murray Treasurer: Jeff Brosman Secretary: Louis Thiele

Member: Mike Kassel Member: Joan Long Member: Geoffrey Mackenzie Member: Gary Smith

Homeowners and Guests Headcount: 15 I. Call to Order The President called the meeting to order at 7:00 pm, after the Pledge of Allegiance. Roll call was performed and quorum was established. The Board Members reported no conflicts of interest.

II. Rosarian Presentation Mike Jepson gave a presentation regarding the current status of our Rose garden. His review and recommendations are provided in an attachment to these minutes.

III. Homeowner Comments Homeowner Stacy Holmstedt, 2430 S El Dorado, handed to the Board a request for information that had four items with a requested response date of 1/11/2019. (The President will review the request and make a determination.)

Homeowner John Varga, 1356 W Nopal, requested the Board or staff to provide a review of his CC&R violation for parking his van in the street. He expressed displeasure with how he could not get resolution on the issue when he visited the office. The Community Manager shall address the issue.

Homeowner Dmitri Lushnikov, 2250 S Cottonwood, received an oversized vehicle violation and was seeking a resolution. The Community Manager shall address the issue.

IV. President’s Report 1) The President announced that Lynda Bailey has resigned from the Board. She will not be immediately replaced since an election occurs in a few months.

2) The President introduced our new Community Manager, Lynelle Glysson, who will begin work officially at the beginning of 2019.

3) The President expressed his thanks for all the work done by the Board Members this year and presented each with a $40 gift card for use in downtown Mesa.

V. Minutes Approval 1. Motion by Thiele to approve the 10/18/2018 Board of Directors Meeting Minutes as written.

Mackenzie seconded the motion and the motion passed unanimously.

2. Motion by Smith to approve the 11/15/18 Board of Directors Meeting Minutes as written with one correction (to add Michelle Masters as the B&F Committee presenter). Long seconded the motion and the motion passed unanimously.

VI. Community Manager’s (CM) Report The CM reported hiring a full-time CC&R Associate, to begin work soon. The CM reported that the Architectural & Residential Guidelines are being revised and that a workshop will be called in January.

Lastly, the CM gave a status on rectifying the algae growth problem that just hit Lake 8 and some of Lake 7. (Lakes are being treated this coming week with appropriate chemicals to resolve the issue.)

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Dobson Association Inc. Board of Directors Meeting Minutes for December 20, 2018 (DRAFT SUBJECT TO BOARD APPROVAL) VII. Committee Reports a) Budget & Finance Committee: Michelle Masters expressed appreciation to the Treasurer and Finance Supervisor for their work in providing the B&F Committee with excellent reports and input that had been requested. She also presented the B&F Committee's recommendations for approving pre-school tuition rates being increased $10 per month, adding $15,000 to the 2019 budget for lake services, and transferring $22,987.68 into the contingency line item of the budget (see motions below). The Treasurer, Jeff Brosman, gave a brief snapshot of our finances as of 11/30/18 [Net Income YTD of $223,822; Net Worth YTD of $387,184; Reserves at 90% FFB; and Total Cash Assets of $4,856,818]. b) Master Planning Committee: Sandy Murray reported on the 12/7/2018 meeting. She discussed the plan for cleaning the memorial signs as well as the plan for placing memorial bricks (twenty at a time) into the stage pavilion area (old volleyball court area). c) Architectural Committee: Louis Thiel reported 21 home sales in November and 47 applications approved for $198,000 worth of improvements. Only 39 new CC&R violations were issued since emphasis this past month was on closing out about 200 violations. A new full-time CC&R associate has been hired and will begin work soon. d) Water Management Committee: Gary Smith reported that Craig Wilson will be managing our final phase of Lake 1 Refurbishment began in December and will end in early March. Also our turtle population study being conducted on Lake 1 has been suspended until warmer weather arrives. Gary shared that the last fish stocking of the lakes had too many 1 to 2-inch fish as opposed to fewer, but larger fish needed for better habitat control. He advised making this adjustment for the next fish stocking and also offered several more suggestions to the committee. e) Marketing Committee: Louis Thiele reported on the 12/3/2018 meeting. Topics discussed included protecting our Trademark logo, the stopping of unauthorized use of our proprietary information, improving our signage appearance throughout the Ranch, the patio memorial brick ordering, recommended improvements for the next Fall festival (more adult features), and the largest Boat Parade in our 45-year history (22 participants). f) Ad Hoc Policy Committee: Jeff Brosman reported that two committee meetings were held this past month. The first meeting addressed all the changes needed for the updated Employee Handbook as a result of Board approved changes in recent months as well as the proposed changes to the vacation policy. These changes are presented in the Board packet set for approval tonight. The second meeting focused on changes to the Architectural & Residential Guidelines with emphasis on incorporating stricter policy on habitual offenders. An open meeting workshop on this topic is planned for January. g) Recreation Committee: No meetings were held this past month due to all the events taking place.

Joan Long complimented the Recreation Department for doing a superb job. h) Lake Habitat Committee: Chairman Geoffrey Mackenzie is seeking homeowners interested in serving on this new committee.

VIII. Unfinished Business None.

IX. New Business a) Dr. Amalfi Proposal: Motion by Jeff Brosman as recommended by the B&F Committee that the Board approve a budget increase of $15,000 to Account 6207 to cover additional expenses with the lake maintenance work-scope detailed in the revised (12/17/2018) Dr. Amalfi proposal, Joan Long seconded the motion. After limited discussion, the motion passed 7 to 1 (Nay vote by Gary Smith).

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Dobson Association Inc. Board of Directors Meeting Minutes for December 20, 2018 (DRAFT SUBJECT TO BOARD APPROVAL) b) Water Management Changes: Motion by Ron Ricci to make two changes to committee definitions: (1) Remove the word "all" from the Water Management Committee definition as presented in the Board packet and at the meeting; (2) Add the definition for the Lake Habitat Committee as presented in the Board packet and at the meeting. Geoffrey Mackenzie seconded the motion. The motion passed unanimously. c) Holiday Pools & Tennis Courts Schedule: Motion by Ron Ricci to approve the schedule for pools and tennis courts available during the 11 holidays, as presented in the Board packet (tennis courts open all 11 holidays and pools, including La Casita, open for Memorial, Independence and Labor Days). Gary Smith seconded the motion. The motion passed unanimously. d) Employee Handbook & Vacation Policy: Motion by Jeff Brosman to approve the Employee Handbook as shown in the Board packet, effective January 1, 2019, which includes changes proposed during the 11/6/2018 Workshop and approved at the 11/15/2018 Board Meeting as well a change to vacation policy by the Ad Hoc Policy Committee. Mike Kassel seconded the motion.

After a short explanation of the changes, the motion passed unanimously. e) Trade Marking Our Logo: It was agreed to continue working this issue through the Marketing Committee. f) Organization Chart: Motion by Ron Ricci to change Mr. Wilson’s Job Title to Manager, Water Resources on the Organization Chart. Sandy Murray seconded the motion. The motion passed unanimously. g) Lighting Consultant: Motion by Ron Ricci to approve a NTE of $5,000 from the Reserve Fund for lighting consultant work regarding buildings and common areas. Sandy Murray seconded the motion. After several Board and Homeowner comments and suggestions, the motion passed unanimously. h) Contingency Budget Allocation: Motion by Jeff Brosman as recommended by the B&F Committee that the Board approve transfers from Accounts 6305, 6307, 6415, 6704 and 6905 to Contingency Fund Account 6033, totaling $22,987.68 related to the summer storm damage.

Sandy Murray seconded the motion. After a brief explanation, the motion passed unanimously. i) Pre-School Tuition Increase: Motion by Jeff Brosman as recommended by the B&F Committee that the Board approve the staff recommended pre-school tuition rate increase of $10/month per child in accordance with the previously approved 2019 budget that includes said rate increase.

Louis Thiele seconded the motion. The motion passed unanimously.

IX. Discussion A few Board Members and Homeowners made brief comments regarding the fob system as well as the memorial bricks for the stage/pavilion.

X. Adjourn With no further discussion being desired, the President asked for a motion to adjourn from the attending homeowners. Denise Snedeker made the motion to adjourn. Michelle Masters seconded the motion. The motion passed unanimously. Meeting was adjourned at 8:50 pm.

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