BOARD OF DIRECTORS MEETING 1/31/2009

PLEDGE OF ALLEGIANCE

ROLL CALL

OWNERS SPEAKING ON AGENDA ITEMS
Don Pelletier made a suggestion that future contracts have the manager’s signature on them also.
Director Mulch said he was ashamed with the way the board had handled the Security and Time Warner contracts. He said the security contract was completely controlled by Director Dodson’s committee and the Board was never brought in as a whole to discuss it. He said he was not allowed to see any of the bids, management was not allowed to have any impute but they will have to end up managing security. He said that it was arranged that the Board would control security instead of management. He said the contract was just a standard two page contract. In a nutshell he said it was vague and didn’t specify the exact duties to be performed. He said the only way to have the exact things you wanted to have security do was to bring in the Board and management. The same is said by him on the Time Warner contract. The manager never saw the contract. He complained management had no say but had to repair the problems.
Director Dodson’s response to both Don Pelletier and Director Mulch was that everyone was informed. Management was invited to all security meetings and only came to the last one. She said the Board approves these contracts after all were given the opportunity to review the contracts. She stated that she worked very hard on both and is not going to make any apologies when and if any member here who may have not received or lost their copies had to only asked her for another.
Director Burke said she did not see the Time Warner contract until after it was done and thought that Director Steffensen didn’t either.

PRESIDENTS REMARKS
Show of hands for the Saturday attendees that isn’t able to make Wed. meeting.

GM REPORT
There was nothing note worthy except pool and spa plastering is done and curing. Bathhouse one is going to be remodeled this week. Director Hansen asked about the treadmill down. Part on order was the response. Director McBride asked the GM about him saying there was no drain for the outdoor pool when there seems to be one and if that is in compliance. He said that is not a pump drain. He said it was an indicator drain showing that there is water underneath the pool when you drain it so it doesn’t pull the pool out of the ground. He said there is a new entrapment grate installed. Director McBride asked we were in compliance. Our GM said we are in complete compliance for all our pools and hot tubs.

APPROVAL OF THE MINUTES
Nov.19th and Dec. 17th 2008 minutes were approved

TREASURER’S REPORT
Revenue Centers all lost for a total of $78,278 more in 2008 than in 2007.
Director Hansen’s had a concern of approving a different monthly revenue number in the minutes than what is in actual months end.
The Board tabled a decision of where to transfer $20,000 until the budget is approved.

COMMITTEE REPORTS:
Audit Committee – Director Steffensen said the two areas talked about were the Village Grill and Petty Cash.They have had 28 meetings toward four revenue areas since August. They have made a total of 51 recommendations and have 20 in place so far. She went on to explain numerous avenues and examples of the different items changed and looked at for the Village Grill.
Director Steffensen made a motion for the Board to accept the Audit Committee’s Village Grill recommendations. Approved
The Petty Cash became a topic of discussion after the explanation of numerous recommendations. When Director Steffensen made the motion for the Board to accept the Audit Committee’s Petty Cash recommendations.
Director Hansen stated that manager’s personal use recommendation on the credit card was a little weak. He said on August 12th our GM used his Aramark credit card to purchase tires and wheels for his vehicle. Because he only had a $500 limit, He then used another manager’s Aramark credit card for an additional $58.61 towards the purchase. Director Hansen said we brought this up at the Coffee with the Directors meeting on August 20th and put it on the agenda to discuss at the next regular board meeting. That meeting never came. He said later our GM had said he had paid for this out of his own pocket and it wasn’t personal use on that credit card. Director Hansen said he was then shown a receipt that the wheels and tires were paid for on August 12th and that the GM did not pay that back until August 25th, after it was brought up at a Board meeting. Director Hansen said he thought that was a clear abuse of his credit card.
There was a very long pause with no response from the GM or anyone, then P. Sullivan spoke up and said I don’t think we have to go any further than that, it has been brought to everyone’s attention.
Director Steffensen’s motion was then approved.
Director Dodson made a motion to recommend to the next Board that the audit committee stay intact. That was so noted.

D&E Committee – Director Dodson explained a tremendous number of activities, way too many to list here.

Safety Committee – Director McBride talked about the coming Hurricane season and touched on attending these meetings because they will be very informative. There were other comments about owners anchoring their possessions and empty their freezers. An updated insert will be sent in LIV newsletter.

Golf Committee – P. Sullivan said there is a new driving net. Director Peterson wanted everyone to thanked Kurt and Jenny from Marlin Construction for their donations of material and labor.

Management Committee – Director Burke said they have had two proposals from additional Management companies. They will try to have their report by the annual meeting.

Pool Committee – Director Steffensen said they have purchase 30 chairs at the cost of $3300. The chairs being replaced had a motion to be sold at $10 each on Monday Feb.2nd. Motion was approved.

Election Committee – Director McBride had Becky Ray speak who is one of five on this committee. She made a thorough presentation which fully explained our somewhat different and difficult election procedure. Candidate’s night is on March 2nd, 7pm at the Rec. Hall. They will have a question box located at the Activity Center from Feb 11th-25th from which it will receive question forms filled out by owners on subjects they would like the candidates to answer. She said all packets will be mailed because we are under the umbrella of the courts and there are changes in these packets, so read them carefully. Every ballot must be signed. No ballot will be made public. She said this election has been designated by the court to be handled by Long Chilton, LLP firm and will be extremely expensive.

Security Committee – Director Dodson said this committee is an ongoing committee that is not here to run security.

There was a 15 minute recess

UNFINISHED BUSINES

This started with our GM wanting to put something to bed. He said he had made arrangements before the hurricane to get his truck painted. He said that this arrangement was canceled due to the hurricane. He said that after the hurricane he had it painted. He said he had a receipt for that and a cancel check from his personal checking account for the $600 he put down. He said he also had a cancel check from his personal account of $650 for the balance of payment. He said he paid out of his own personal account for a paint job. He said after the hurricane in one of the Town Hall meetings, it was brought up that they were going to present paying for my tire damage to the board. He said he purchased the tires, got a receipt and put it on the credit card. He said he withheld the receipt because he knew the credit card receipt would not be due for thirty days, thus waiting to present this to the Board. He said it was never brought up so before thirty days was up, he went to the front office and paid $558.61 and here is the receipt. He said Erma when writting him the receipt, mistakenly put the same date that was on the purchase receipt of 8/12/2008. He again said he paid for this out of his own personal money and wants this to be put to bed and not brought up again.
Director Hansen plainly asked the GM, are you suppose to use the Aramark credit card for personal use, yes or no. The GM response was when he bought this the board had made the suggestion that they were going to pay for the tires. Director Hansen repeated his original question and wanted a yes or no. The GM’s answer was yes I can do that. Director Hansen then brought up the wheels which had been purchased along with the tires on the Aramark credit card that were items not damaged and were not suggested to be paid for by the board. The GM said I paid for them. Director Hansen said you paid for them on August 25th, five days after it was brought up in a Board meeting about the paint job and your tires. Our Gm said he was holding the receipt to see if the Board was going to pay for the tires. The receipt that showed our GM paid for the credit card charge was dated on August 12th and not on August 25th when he actually paid. Our GM said it was a mistake and didn’t know about it until yesterday. Director Hansen said you flashed this same receipt at a previous meeting and it certainly appears that someone is playing with the books. Our GM said you have made accusations about me all year. He said I did nothing wrong and I paid for everything myself. Director Hansen asked when Aramark is to do their Audit and wanted them to look into the GM’s use of the Aramark’s credit card. He also said the GM not only used his credit card but Armando’s card as well.
Our Board President interrupted all this to say that he had agreed to pay for the GM’ tires. He said he signed a petty cash check for the tires after the fact. He said he didn’t remember the date of it but was asked to consider that.

Time Warner- Director Dodson said if anyone's cable reception is a problem, provide her with your lot info. A question was asked about service charges. Owners are responsible from the outside hookup box to your TV. It was also expressed that any damage to the property by TW will be repaired.

Microphones- Director McBride said we are now using three new microphones.

Office Computer & LIV website – Director Steffensen said the office computers are on hold until financials. LIV website has received three quotes; Rio Tech-$3630+$60 per hr, Blue Starfish Design -$1990 + $25 per hr., and MCC studios at $14,400 + $125 per hr. Director Steffensen recommended Blue Starfish Design. Motion was made to use them and was approved.

Fire Hydrant- Director McBride said he talked to the Fire Marshall and made arrangements to test the hydrants. He said there was no real record in the minutes of these fire hydrant bids. He said I won’t bring it up again.

Bath Houses – Director McBride said the signoff sheets are not being signed as frequently as before and feels that the cleaning of the areas are slipping a bit. After a three minute orientation from the GM about the sheets being torn off and trashed, Director McBride said that this was not the problem he was concerned with. It was that the areas are not being clean.

Major Improvement fund for 2009 - Director Steffensen said we borrowed $18,000 out of the operating capital to pay cost towards the sewer line removal and wants to replace it back in to operating capital. There was a long discussion of if this is where the money should be relocated.

NEW BUSSINESS

Allocation of $2000 to Bridge Board for the channel depth certification – P. Sullivan said they will not make such an allocation.

Aramark Contract, Utilities + one year contract-Director Hansen wished to have utilities work by Aramark employees better defined. He also wishes to have a one year instead of multiple contracts for Aramark only since they are already established and because it does not benefit our Village at all having multi-year contracts with them at this time. This was not approved.

Berry Pool Contract Agreement – Director Burke was not discussed.

Pool Consultant – Director McBride had the GM tell everyone the consultant after supposedly a quick look is doing this work for free.

Forming Standing Committees - Director Hansen had numerous category committees he wished to have assembled. It’s under advisement.

Benches at the Bridge, Sand dollar, and the letter lots – P. Sullivan said they are still being decided as to the exact locations and will purchase two more.

Counter Suing Arroyo Cable – Director Hansen thought such would help get rid of their cable equipment they have abandoned and possibly help the current litigation case.

Property minus utilities-Director McBride wanted it noted that the Board will back up management in calling law enforcement when people steal electricity from a neighboring lot.

LIV Questionnaire – Director Hansen ended up saying this questionnaire will more than likely be sent as an insert with our newsletter and will not be in the electoral owner packets.

Saturday Board meetings- Director McBride ended up having Saturday Coffee and Regular Meetings happening every three months at 9am.

Burr Clover – Director McBride asked for management to apply weed killer.

Pickle Ball – Director Dodson has obtained the approval from the Board for Pickle Ball to be played on our tennis courts.

ADJOURMENT