1.    Call to Order

Howard Aschburner called the meeting to order at 3:10 PM (we waited for a while to allow members of the Golf Committee to get to the meeting following their meeting).

2.    Attendance
The sign-up sheet was passed around.  Those present were:  Howard Aschburner, Jan Booker, Betty Brice, Louise Cannizzaro, Tom Duffey, Mickey Flanders, Faye Froehlich, Harley Greenberg, Dick Hackley, Annie Hall, Larry Hall, Bobbi Kneram, Mike Manfre, Marge McHugh, Kitty Nagy, Holly O'Connor, Vince O'Connor, Ernie Paoletti, Al St. John, Margaret Stokes, Donna Wasem, Barbara Wierschem, and Kay Yanochko.

3.    Approval of Minutes
Minutes from December 11th Meeting were distributed and read by Vince O'Connor.  Several typographical errors were noted and corrected.  No other changes were noted.  The minutes were approved as corrected.

4.    Treasurer’s Report
Mike Manfre reported that the petty cash fund remained $93.80.  Authorized expenditures were made to Bert DiDonato (Bocce Ball), Margaret Stokes (Christmas Tree), Virginia Smith (quilt), Ann Duffey (bookcases), and Holly O'Connor (cameras), leaving us with a checking account balance of $1652.43.

5.    Reports from Committees

--Remembrance Committee

There were no deaths reported since our last meeting.  Several serious illnesses were mentioned.

--Entertainment Books

Kitty Nagy reported that the sale of Entertainment Books netted us $751.  She has six books left and must turn the money in on Friday, so if you know someone who wants one, tell them to act fast.

--  Other Committee Reports

BINGO
Harley Greenberg reported that BINGO had begun again and asked all representatives to talk it up among residents of their buildings.  He also circulated a sheet asking for volunteers to work next year's BINGO games.  It would require a commitment of 4 or 5 Mondays.

It was also reported that during Monday's BINGO game the water supply to the clubhouse was cut off.  Someone must have knocked over the supply valve which is located on the grass near the fire hydrant.  The water ran all night before it was discovered when Dennis Catoe opened the clubhouse the next morning.

This led to a discussion of the need for the person who is in charge of an activity using the clubhouse to contact Dennis Catoe when there is an important maintenance issue (e.g., no electricity, no water, sewer backup, broken window, etc.).  There was concern that we not publish Dennis' phone number too widely.  It was decided that we will inform people who are in charge of events of how to contact Dennis.  A statement will be drafted and given to Dennis to check over before it is disseminated.  (See Attached)

Water Aerobics
Bobbi Kneram asked about procedures to "reserve" the pool near Turnberry for water aerobics.  She was told that she can just post a notice, letting everyone know that they're welcome to join the water aerobics group and list the times.

Canasta
Jan Booker reported that Canasta has moved from Thursdays to Tuesdays now that Bowling has started up on Thursdays.

Bocce Ball
Bert DiDonato reported that the space for Bocce Ball had been set up and the horseshoe pits were moved slightly to accommodate both activities.  He indicated that he would need about $125 to purchase boards to define the courts and wondered if he needed to go to the Board of Governors to get approval for that.  The opinion of those present was that this could be done by working with the manager, rather than going to the board.

6.    Old Business

--Handouts: 

Policies and Procedures Document
Copies of the amended Policies and Procedures Document were distributed to each building representative.

Monthly Calendar
Copies of a revised monthly calendar were also distributed for each building bulletin board.

--Bazaar

Advertising  
Tom Duffey and Faye Froelich are handling this.  They needed to know the starting time.  It was decided to open for business at 8 AM.

Bake Sale
This will be held in the clubhouse.

Craft Sale
This will also be in the clubhouse.  Jan Booker wondered if members would be interested in having each building produce a basket filled with items (e.g., toiletries) to be included in a raffle.  Discussion revealed that most people felt that they would not be able to get enough interest in that for this year's sale.

Clothing
It has been decided that we will be accepting clothing for sale at the Bazaar, but tough restrictions will be employed.  Clothing must be clean, in good condition, and no "personal" items (e.g., underwear, shoes, socks, etc.) would be accepted.  Clothing will be categorized and priced "by rack," (i.e., so much for all clothes on this rack, so much for all clothes on that rack.)  See Attached.

Food Service
Food will be served near the picnic area outside of the pool fence.

Raffle
Phyllis Simmerman is coordinating the raffle.  Raffle tickets have been distributed.  Tickets are $1 each or six tickets for $5.  Give the large portion to the purchaser and retain the small stubs for the drawing.

Rummage Sale
Tables will be needed for the rummage sale, so the craft and bake sales will need to have the loan of card tables.

Traffic/Parking
Hole in One will be "one-way" on the day of the rummage sale.  Parking will be limited to the right hand side of the roadway, no parking on the grass.

--Use of Bazaar Monies

For a couple of months, we have been soliciting ideas from members about what to do with the proceeds of the bazaar.  A list was distributed at the December meeting for discussion at this meeting.  Holly read the list and those present discussed what each item represented.  Each member should prioritize these items (1 being the highest priority and 99 being the least priority) and get the sheet back to Holly within a couple of days.  We will be submitting our recommendations to the Board of Governors when the bazaar is over.  Some people at the meeting suggested using some of the money to improve the accoustics in the clubhouse.  Please add that idea to your list.

--Community Party Discussion (Refunds, Evaluation, Tents)

At the December meeting a committee of three people (Ernie Paoletti, Mike Manfre, and Doris Hackley) were asked to explore three issues related to community events.

Ernie Paoletti reported that he had investigated the rental of tents (to accommodate large crowds at community events).  A tent that can accommodate 150 people will cost $690/day to rent, including set up and take down.  In the matter of refunds, they recommend that no refunds be given after three days before an event (with some exceptions in extenuating circumstances).  The committee did not discuss the matter of having a common evaluation form for all events.

--Amount of money that can be reimbursed without Committee approval

At the December meeting a committee of three people (Tom Duffey, Betty Brice, and Donna Wasem) was asked to look at a policy for reimbursements.  Tom Duffey reported that they recommend that reimbursements for consumables (e.g., paper, paper cups, napkins, playing cards, etc.) used at community functions be reimbursed without committee approval.  They recommend that all other purchases be made following approval by the members at a meeting and that a person making an un-approved purchase will not be guaranteed reimbursement.  They further recommend that any request for funding include a written estimate of the cost.

It was moved and seconded to accept and adopt the recommendations which were presented.  Motion passed unanimously.

8.    Adjourn

Next meeting:  Wednesday, February 12, 2003, 3:00 PM