Del Tura H. O. A., Inc. Special Board Meeting 20 November 2012

DEL TURA H. O. A., Inc.

Board of Directors Special Meeting Tuesday, November 20, 2012 in the Del Tura Clubhouse

I. Call to Order: The November 20, 2012 emergency meeting was called to order by President Joyce Cuffe. In attendance at the workshop were Joyce Cuffe, Bart DeGraaf, Ruth Ann Blevins, Jay Flanagan, Tony Oliver, Helene Glasson and Betty Wright. The meeting was held primarily to respond to requests for funds.

II. Minutes of the Previous Meeting:

The minutes of the previous meeting were not available to be read.

III Old Business

Craft Fair – June Malonson: The meeting was held to allow June Malonson to present the proceeds from the 2012 Craft

Fair and to present requests for funds to be distributed to charity. June reported that the Craft Fair netted $2,337.24. She made a request for $800 for Harry Chapin Food Bank and $500 to the Lee County Animal Services. In addition, Jay Flanagan recommended the amount payable to the HOA General Fund should be $350. Ruth Ann Blevins indicated that approximately $337 would be payable for taxes. Bart DeGraaf made a motion to approve the $800 to Harry Chapin, $500 to Lee County Animal Services, and $350 to the HOA. Jay Flanagan seconded the motion. There were no dissenting votes and the motion carried.

Trash and Treasure – Ruth Ann Blevins:

Ruth Ann Blevins reported that she had received a request from Barbara Blanton for funds from the 2012 Trash and Treasure to be disbursed. The request included $1000 to the Salvation Army, $100 to Grace Baptist Church, $500 to All Souls Outreach, $500 to Teen Challenge, and $600 to be donated to the Christmas lights for Del Tura. Betty Wright made a motion to place $1000 into the HOA General Fund from the Trash and Treasure proceeds, Jay Flanagan seconded the motion. There were no dissenting votes and the motion passed. Jay Flanagan made a motion to approve the requests for $600 to Del Tura lighting, $1000 to the Salvation Army, $100 to Grace Baptist Church, $500 to All Souls Outreach, and $500 to Teen Challenge. Bart DeGraaf seconded the motion, and there were no dissenting votes. The motion passed.

IV New Business

Entertainment – Helene Glasson: Helene Glasson reviewed, with the Board of Directors, the contracts submitted by the

Entertainment Committee for the year 2014. After discussion regarding the various contracts, Bart DeGraaf made a motion to approve the January 8, 2014 contract for Mary

Del Tura H. O. A., Inc. Special Board Meeting 20 November 2012

Ellen Hooper and Glen Johnson at a cost of $2,700. Ruth Ann Blevins seconded the motion, there were no dissenting votes and the motion carried. Jay Flanagan made a motion to approve the February 22, 2014 contract with the Atlantic City Boys – Tribute to Frankie Valle at a cost of $3,000.00. Bart DeGraaf seconded the motion, there were no dissenting votes and the motion passed. Bart DeGraaf made a motion to approve the March 22, 2014 contract with Back Home Again – Tribute to John Denver at a cost of $3,000. Tony Oliver seconded the motion and there were no dissenting votes. The motion carried. Bart DeGraaf made a motion to approve the November 9, 2013 contract for $1,600.00. Jay Flanagan seconded the motion and there were no dissenting votes, and the motion carried. Upon approval of the contracts, Joyce Cuffe signed the contracts on behalf of the Del Tura H. O. A., Inc.

There was additional discussion regarding the Entertainment Committee, Helene Glasson

is the HOA Board liaison with the committee. Helene indicated that most of the contracts are obtained from Jay Mar Production. Helene introduced the name William Clair, whose principal is William Zisa. Helene will arranged to have Mr. Zisa speak to the Board of Directors on December 4th after Tuesday Coffee. Zisa provides insurance and replaces an entertainer if there is a cancellation on a contract. It was recommended to Helene that she work with the Entertainment Committee Chairperson and the committee members to set up various committee members to handle the duties of the committee. It was suggested that each committee member have a duty, such as tickets or decorating or publicity and to oversee volunteers needed for each task.

Christmas:

Joyce Cuffe began a discussion regarding HOA sponsorship of various Christmas activities. Joyce requested approval for the HOA to sponsor the Holiday Harmony group as part of the Christmas Lighting and Pageant. Jay Flanagan made a motion to approve the Holiday Harmony Singers at a cost of $300. Ruth Ann Blevins seconded the motion and there were no dissenting votes. The motion passed.

There was discussion regarding the Christmas Lighting. It was suggested that we ask

Hometown America to assist in the cost of the lights. Jim O’Brien, the lighting chairperson, has indicated there is a need for 80 strings of lights at $20.00 each. It was suggested that we make the request to Home Town at the next management meeting. Tony Oliver made a motion to provide $600 to Jim O’Brien to purchase lights. Bart DeGraaf seconded the motion. There were no dissenting votes and the motion passed.

Joyce Cuffe asked if the Board wanted to judge Christmas lights/decorations again this

year. There was full agreement by the board. Discussion followed regarding prizes for the winners of the Christmas Lighting Contest. The discussion centered on the number of prizes and it was decided that there will be lst, 2nd and 3rd place prize for individual residents, two honorable mentions and one prize for the best decorated pool. Bart DeGraaf made a motion that we purchase gift checks from the Del Tura Pub/Restaurant in the amount of $100, $75 and $50 for resident winners, two gift checks for $25.00 each for the honorable mentions and that the Treasurer provide a check for $50 for the pool winner. Jay Flanagan seconded the motion. There were no dissenting votes, and the motion

Del Tura H. O. A., Inc. Special Board Meeting 20 November 2012

carried. Joyce Cuffe indicated that the Board should meet on December 17th, 2012 at 6 PM at the Pub to begin the 2012 judging of the Christmas Lighting Contest.

Discussion followed concerning the Christmas Lighting and Pageant. Bart indicated that

tickets were printed and would be available in the HOA office. There was also concern that tables are designated for parents and families of the children in the pageant, but that the first row of tables should be reserved for residents only.

Policy and Procedure:

Tony Oliver was asked to review the Policy and Procedures for Memorials. An upcoming memorial is expecting about 150 people and our volunteers may not be able to handle such a crowd.

Tony was also asked to review and update Special Events in the Policy and Procedure

Guide. Helene Glasson is designated as the Special Events liaison and will need a volunteer coordinator to assist her. This information needs to be disseminated to our residents.

Betty Wright suggested that the list of special events be removed from the Policy and

Procedure guide as the special events change from year to year. Also in some cases, there is a specific procedure for those recurring special events. Tony Oliver is to review.

Couple of the Year; Person of the Year: Joyce Cuffe indicated that we are nearing year end and she would appreciate

recommendations for individuals to be recognized by the Board.

There was no additional business. The meeting was adjourned. Respectfully submitted: ______________________________

Del Tura H. O. A. Inc., Betty Wright, Secretary