LCCA Board Meeting Agenda

November 14, 2011

　

In Attendance

: Board Members & Staff: Janet Baltzer, Lexi Taylor, Terri Roush, Brian Leyde, Barb Fulton, Shawn Westerveldt, Sarah Rabel, Bob Sundquist, Nia Bartolucci, & Barbara Carver. Visitors: Donna Hasbrouck, Julienne Battalia, Rip & Julie VanCamp, Mac Langford, and Loren Smith, visiting from Florida.

Minutes

The September Board meeting minutes were approved as written.

Public Comment

Marlys and Lynn Waller were unanimously chosen for the Andy & Dolly Holland Spirit Award. Julie suggested that they be offered an option earlier than February for the recognition dinner. Terri will call them to schedule a time for the celebration.

Living Fence Proposal

Julienne and Donna provided an overview of their proposal for the fertile ground fence. Donna feels that it’s important to use this gift for the community in a way that will make it function appropriately. Getting rid of the rose bushes is important, as is the financial impact that might occur during the reconstruction process. The grounds committee will get together with the lease holders to meet and discuss this proposal.

Finance Committee on Endowment

Rip provided an overview of the Endowment Fund (EF) history and its restrictions. Members of the Association’s Finance Committee are: Rip Van Camp, John Whetten, Bob Sundquist, Jim Smith, Mac Langford, and Lexi Taylor. A written review of the LCCA EF history was given to Board members to read. The intent of this memorandum is to record the pertinent background concerning the creation of the LCCA EF including the purpose, current status and relevant issues and actions. This review is intended to assist in the understanding of this important LCCA asset for current and new board members, the Association’s Finance Committee and for the determination of policies and management of the EF.

Bob Sundquist discussed a “planning tool” showing projected monies from 2011 to 2020 with three scenarios - worst, better & best. Discussion followed. Lexi noted that at this time it’s important to understand the document, but not every single number. Mac pointed out that more revenue will be needed in the years to come.

Open House

The Open House will be this Friday, November 18^th . Terri has arranged for a spaghetti dinner catered by The Galley with salad provided by Vortex. There will also be bread, dessert, beer, wine, cider, coffee, and tea. Paper plates, cups, and regular silverware will be available. Board members will help with set-up and clean-up. Decorating for the event was discussed. Janet offered to help with cuttings from around the center. She requested vessels for holding branches and water.

Overview of the new fee schedule will be discussed at the Open House. Shawn will lead off the discussion. how to “book” an event; 10 to 15 minutes max for the presentation; Janet and Robert will talk about new events at the center and how to book an event using the website. Lexi pointed out that we support ourselves partially through revenues, the hotel/motel tax, the home tour contributions, and the fundraising. The fee structure is there to provide that part of the revenue that fills the holes. It has to be pointed out that it’s clear, fair and equitable. We have to raise $25,000 this year to fill the holes. Shawn will send out a draft of the presentation for members to respond to before the Open House.

Grant Update/Decision

Terri reminded the Board that a decision needs to be made about whether Micky or Joyce The board writes the grant. The Board would like to meet Joyce before deciding. Lexi will talk to Joyce to see if she can attend the January meeting.

Annual Meeting

We are looking for new Board members. Lexi has been combing the community to come up with potential candidates. Shawn suggested a “job description” be written to advise new members what the commitment would be so people know what they’re getting into. Donna suggested putting something up on LopezRocks.org. Discussion followed. If someone comes up with a candidate, let Lexi know. Shawn suggested mentioning that we’re looking for more board members at the Open House. Bob asked if Lexi was planning to conduct a meeting at the annual meeting. In the past, a report was given on events from the year.

Event/Office Update

Janet discussed the need for a Program Committee to help run events. She handed out a draft of an event application. Sarah asked us to read the “Purpose” paragraphs that the Program Committee prepared. Lexi moved that we accept this as written. Sarah seconded it. The motion passed unanimously. Janet said that she would be involved with each program committee run each function so that things would move smoothly.

New Business

Janet reported that of four heating systems in the building only 1 is working. She passed out an estimate from West Mechanical on what it would cost to replace or repair the systems. Suggestions from the Board included: asking OPALCO to assess the energy system of the building; getting a second estimate from Baron’s; and repairing or replacing the two heating units in the central portion of the building. Janet will look into these suggestions.

Adjournment

The meeting adjourned at 7:00. The next official Board meeting will be in December.