The Dobson Association, Inc. Board of Director’s Open Session Meeting Agenda June 21, 2018 I.
7:00 pm- Open Meeting a. Pledge of Allegiance b. Roll Call-Establish Quorum c. Conflict of Interest of any Board Member for tonight’s meeting? d. Microphone adjustments e. Wireless microphone for Ex Dir and Homeowners
II.
Election of New Board Secretary
III.
Homeowner Comments
IV.
President’s Report
V.
Approval of Board of Director’s Minutes a. May 17, 2018 Minutes
VI.
Director’s Report-(Ten Minutes) a. Fob System-Expected life of outdoor equipment b. Homeowner Open Session Comments: Tracking, Disposition, and Board/Admin Response-in packet c. Recycle containers in all three clubhouses
VII.
Committee Reports a. Budget & Finance Committee-Jeff Brosman i. Report b. Master Planning Committee-Sandy Murray i. Report c. Architectural Committee-Laurie Moe i. Report d. Water Management Committee-Gary Smith i. Report e. Marketing Committee i. Report f. AdHoc Documents Committee-Jeff Brosman i. Report g. Recreation Committee-Louis Thiele i. Report-no meeting in summer
VIII.
Unfinished Business Board Policy: Motion to ban any audio/video taping of any type without consent of all present in private meeting. Normal video surveillance and open sessions and executive sessions are governed by Arizona statutes. The board of directors will revisit in June after legal counsel is consulted.
IX.
New Business a. Remove Board Approved Motion: Jeff Brosman made a motion that negotiation, execution and communications with Legal Counsel shall be performed by the President with Board concurrence Change to: “Negotiation, execution and communications with Legal Counsel shall be performed by the President or his/her designee.” b. Beth Mulcahy Law-authorize payment $4,055.50 General Association Business c. Carpenter, Hazlewood, Delgado, & Bolen, LLP – authorize payment $3882.50 General Association Business d. Motion: The Landings Rental Co-Share request e. Association Room rentals for Homeowners i. Insurance-Previous voted to remove ii. Serving Alcohol-insurance policy iii. Bar tenders/Licensing, etc. when serving alcohol f. Residential Boat Docking at Los Altos i. Keep gate unlocked until fall sea wall construction ii. Notify residents the dates for their access g. Approval of the Acting Community Manager Job Description h. AD/Hoc Community Manager Search
X.
Discussion Items-Two minutes from each Board Member total time a. Pool monitoring and chemical levels to the Board b. All pools staffed and monitored on all legal holidays
c. Input on the time frame for publishing “Draft” and Completed MinutesCompleted d. Email blast with downloadable/agenda and minutes-Completed e. Finance & Budget-Committee Guidelines/Requirements f. Short-term Home Rental-Airbnb, etc. Legal Opinion g. Dobson Ranch branded Benches i. The sample at Los Altos is uncomfortable ii. Make any changes and bring the changes with the bench to the meeting h. Emergency Policy Re-write i. 2019 Assessment Rate j. Bicycle Sharing: i. Grid Share (Green bikes) http://gridbikes.com/ ii. OFO (Yellow Bikes) https://www.ofo.com/us/en iii. LimeBike (Yellow and Green) https://www.limebike.com/ k. Reserve Study Presentation i. Jeff Brosman l. CPA Presentation i. Our Documents state: 1. Percentages 2. Investment avenues ii. Transferring from Reserve Fund to Operating m. Idea wall: Motion to trial the Idea Wall. This item was discussed at a previous Board Meeting. n. Maintenance of lake gates: monthly, quarterly o. Recording of Meetings (Private vs. Open and Executive) p. Bylaws-see update from Ad/Hoc XI.
Awaiting Action for Board Agenda a. 2019 Assessment -To: Budget & Finance b. Election Committee-To Finance & Budget, costs involved, policy? c. Ranchers Roundup/Website Updating, Photos, Chronologically-To: Marketing Committee d. Signage-Permanent and Temporary-To Marketing Committee e. La Casita Tennis Court f. CCR Updates and Town Hall g. Legal on audio/video taping h. Lake 7 and all lakes-Clean-up of debris and fruit-Schedule i. The Dobson Association, Inc. Board of Director’s Discipline Protocol j. Compliance with Mesa City and Arizona NFPA 704…. i. Pool Chemical Testing and Records
XII.
Adjournment