The Villages at Mt. Hood, Board of Directors Meeting
Tuesday, February 20, 2007, 4:00 pm, Community Room
Hoodland Fire District #74, Rhododendron, OR
1. Roll Call
Present: Rick Applegate, Susan Corwin, Nancy Dougherty, Dave Lythgoe, Don Mench, Bob Reeves, Barbara Saldivar (arrived at 4:20 pm) Available via Phone Conference: Shirley Dueber
2. Call to Order
The Vice Chair Nancy Dougherty called the meeting to order at 4:00 pm.
3. Election of Board Chair
Vice Chair Nancy Dougherty put herself forward as a candidate. Shirley Dueber withdrew herself as a candidate. Don Mench nominated Susan Corwin. Nancy Dougherty read a set of goals for her proposed service as Chair. Further action was deferred until the arrival of Barbara Saldivar.
The January 7, 2007 Board of Directors Work Session minutes were not yet available for Board review and action. Don Mench asked that the additions and changes made to the application to become a Supported Activity be clearly incorporated in those minutes.
The January 23, 2007 Board of Directors Meeting minutes were circulated in draft form only. Peterson noted she had submitted what she considered to be the version but it was circulated. Corwin moved to table approval of the minutes of that meeting until the next meeting. The motion was seconded by ___________. 3Discussion: None.
Vote: Ayes: Rick Applegate, Susan Corwin, Nancy Dougherty, Steve Graeper, Davd Lythgoe, Don Mench, Bob Reeves, Barbara Saldivar. Nays: None. Abstentions: Shirley Dueber The motion passes.
5. Board Reports
a. Treasurer’s Report
Treasurer Davd Lythgoe noted there was $2,000 available through Clackamas County for the group’s use. He felt it was essential to have a budget. He had received a bill for $118.75 for Administrative Assistance but was not sure of the parameters of the agreement and its impact for the budget year. He asked for additional people to help him with the budget.
b. Secretary’s Report
The agenda item was passed over as Secretary Barbara Saldivar as not yet available.
c. Treasurer’s Report
Nancy Dougherty noted there was no report at this time.
d. Chair Report
Without an elected Chair, there was no report at this time.
e. Strategic Planning Organization
Shirley Dueber told the Board there had been no SPO meeting since the last Board meeting. Thus there was nothing to report. The next SPO meeting is set for the second Wednesday in March (14th)
6. Supported Activity Reports
Vice Chair Nancy Dougherty then directed the Board’s attention back to Agenda Item 3: Election of Board of Directors Chair.
Dougherty announced herself as a Chair candidate. She has prepared a letter for resignation for her current Vice Chair position. Shirley Dueber withdrew her candidacy for the Chair position. Don Mench nominated Susan Corwin.
In a discussion that ensued, it was clarified that the community elects Board members, and Board members elect officers. It was also clarified that the timing of the election of Board members is currently as it was first setup. Changes will be proposed.
Dougherty read a statement of her goals of service should she be elected Chair. Susan Corwin presented her document “Susan’s Vision”, a statement of her vision of service should she be elected Chair. Applegate seconded the nomination of Nancy Dougherty. Corwin seconded the nomination for Susan Corwin. There were no further nominations. Further Discussion: None.
Susan Corwin: Susan Corwin, Don Mench; Nancy Dougherty: Rick Applegate, Nancy Dougherty, Shirley Dueber, Dave Lythgoe, Bob Reeves, Barbara Saldivar Abstentions: None.
Nancy Dougherty was declared the new Chair for the Board of Directors.
With the Vice Chair’s position vacated, Applegate nominated Bob Reeves as Vice Chair. Barbara Saldivar seconded the nomination. Don Mench nominated Susan Corwin. Susan Corwin seconded the nomination. Discussion: None.
Bob Reeves: Rick Applegate, Nancy Dougherty, Shirley Dueber, Bob Reeves, Barbara Saldivar;
Susan Corwin: Susan Corwin, Dave Lythgoe, Don Mench
Bob Reeves was declared the new Vice Chair for the Board of Directors.
7. Community Input:
a. Topic: Community Park Planning Committee. Speaker: Keith Schacher.
Schacher told the group that a survey regarding this topic had been published in the Mountain Times to solicit community input. The deadline for response has been extended until the end of February. The Board encouraged him to bring the survey to the Town Hall Meeting on February 24.
b. Topic: Times for Board of Directors Meetings: Speaker: George Wilson.
Wilson felt that many people who would like to be at a Board meeting can’t attend because of their work schedules. He asked the Board to consider 7:00 -9:00 pm time frame. The Chair called for a hand vote. Five voted for 7:00 to 9:00 pm; three voted for staying the same.
c. Topic: Board Member being Prepared: Speaker: Jerry Chinn:
Chinn noted for the record that it appears the Board members often do not have the materials or files at hand in preparation for answering questions.
d. Topic: Availability of Meeting Minutes on Tape: Speaker George Wilson.
Wilson asked for an update on the availability of the recorded tapes of meetings that he has requested. There ensued a discussion regarding the problem of copying the mini-cassettes, specifically the availability of equipment for copying. Peterson stated she believed her company might have the technology to do that. Dueber will forward the tapes to Peterson for copying and the list of the requested tapes.
8. Old Business
a. 2007 Administration
i. Communications. A variety of organization communication vehicles was reviewed. Dave Lythgoe offered the draft of a quarter page ad that could be posted in the local newspaper for $135/quarter. The ad idea was well-received. Lythgoe will incorporate the costs into his draft of the administration budget.
ii: Board Meeting Schedule Conflicts: Barbara Saldivar noted that she consistently has to leave Board meetings at least 15 minutes early to accommodate another meeting she must attend. After a discussion of the options, it was the Board’s consensus for the Chair and Vice Chair to propose an alternative day and time. The Board meeting date for March would stay as currently scheduled in the meantime.
iii. Ratification of Assignments: No action.
iv. Bylaws Review: Chair Nancy Dougherty asked Shirley Dueber if someone could take notes at the Strategic Planning Organization meeting. Shirley Dueber suggested Judith Norval, who was present at the Board meeting. Norval accepted the task.
b. Town Hall meeting agenda and action plan: Chris Roth will make 75 copies of the materials that are in existence.
c. Community Park & Recreaction Area: The County Commissioners had a number of questions regarding the project. They are looking for project overseers Keith Schacher and George Wilson to return with answers. They emphasized that the process was open and on-going.
10. New Business:
a. Extra Board of Directors Meeting proposed for April 24, 4:00 to 6:00 pm as another opportunity for people to sign in and to pick up applications to become a Board member. Don Mench noted that anyone interested in becoming a Board member could make their County application with the Board of County Commissioners now. Reeves moved to add the Board meeting as noted above; Applegate seconded the motion. Discussion: It was clarified that a Town Hall Meeting would be held on May 19, 2007, at which time Board members would be elected.
Vote: Ayes: Rick Applegate, Susan Corwin, Nancy Dougherty, Shirley Dueber, Dave Lythgoe, Don Mench, Bob Reeves, Barbara Saldivar Nays: None. Abstentions: None.
The motion passed unanimously.
b. Dave Lythgoe volunteered to spearhead to a communications plan.
c. It was confirmed that the next mediation meeting is scheduled for Wednesday, March 7, 2007, 6:00 to 9:00 pm.
The Chair adjourned the meeting at 6:10 pm.
Marilyn Peterson, Mountain Quail Business Services, Inc.
RESIDENTS and GUESTS SIGNED IN FOR THE MEETING:
Lora Buckley resident 503.622.1234
Pat Buckley resident 503.622.1234
Jerry Chinn resident 503.622.6372
Amy Cleary guest 503.655.8700
Bob du Biel resident 503.622.3272
Ellen Hemmert resident 503.622.0171
Laurie Hendrickson resident 503.622.5611
Judith Norval resident 503.622.5627
Francis Renard resident 503.622.0826
Alma Reick resident 502.622.0849
Keith Schacher resident 503.622.1733
Nancy Spencer resident 503.622.4805
Ron Wenonen resident 503.622.0171
Steve Wilent resident 503.622.3289
George Wilson resident 503.622.0672
Clackamas County Liaison: Chris Roth