West-Win Homeowners’ Association
Special Board Meeting Minutes
November 3, 2021, 6:30pm
Zoom Meeting Hosted by Kuntze
Board Members:
Present: Kelly, Kuntze
Present via Zoom: Bakas, Cummings, Hydo, Van Dine, Watt, Weyer, Whitney
Absent: Wigder
Quorum present? Yes
Others present? Ian Letts, Bob Whitney
Proceedings:
- Meeting called to order at 6:30 pm by Van Dine
- Established minute taker: Kuntze
- Established action taker: Kuntze
New Business
- Newsletter discussion re: assignment of responsibilities (Zoom 00:01:19, 00:28:00, 01:22:00)
- Coordinator – Deb Barclay?
- Layout – Deb Barclay?
- Advertisements – Kelly to verify paid advertisers before forwarding to Van Dine who will format pdf ads which will be sent to Barclay for layout.
- Editor – Bakas to review & edit Barclay final newsletter version before sending to board for final approval.
- Board – Final proofing & sign-off.
- Action assigned to Van Dine – Van Dine to verify Barclay will continue to volunteer. Van Dine to develop a list of newsletter responsibilities, who is assigned each responsibility & schedule.
- Open item – Who will act as coordinator to monitor the complete newsletter process? Need list of duties and assignments.
- Open item – When will next newsletter be published?
- Open item – Is newsletter still relevant? What are the alternatives?
- Discussion re: changing banks & adding check signer (Zoom 00:49:55)
- Current WW check signers are Van Dine & Kelly. Motion to add Hydo as a third check signer by Van Dine. Seconded by Weyer. All in favor. Opposed – none.
- Motion for WW to remain at current bank by Van Dine. Seconded by Weyer. All in favor. Opposed – none.
- Closed
- Discussion re: if rosters, as currently printed by webmaster prior to general meetings, continue to be needed. (Zoom 00:53:21, 01:32:48)
- Printing cost is approximately $47.
- Primary function is to log & update payment & member information only at general meetings.
- Open item – Secretary emailed examples 11/4/21 of roster and Bob Whitney worksheet version to board for review for possible future alternatives.
- Open item – Further discussion required.
- 2022 advertiser payments will be updated by the treasurer on the payment DB as zero dollar amounts with a comment indicating “due to Covid year”. (Zoom 01:19:00)
- Closed
- Secretary will add 2022 advertiser pdf ads to the WW website with webmasters help. (Zoom 01:10:00)
- Website updated
- Advertisers’ pdf ads will only remain on the website for those who have paid. Advertisers choosing not to renew will be removed.
- Closed
- Treasurer should advise advertisers of website’s new feature. (Zoom 01:10:00)
- Open
- Eblast (Zoom 01:02:12)
- Ian to send Lavergne Ln break-in eblast. Eblast verbiage from Van Dine to webmaster. Ian & Bob Whitney both monitoring “webmaster” emails.
- Eblast sent 11/4/21
- Closed
- DuPage County Sheriff Liaison (Zoom 00:22:50)
- Formerly Ed Castillo; now Terri Albright. Van Dine to follow up.
- Open item – Which board member is WW’s liaison?
- Open item – Need updated contact list from Cummings.
- Open item – How to obtain timely information from the sheriff’s office?
- Webmaster/Ian discussion (Zoom 01:03:21)
- Bob Whitney has provided Ian with written procedures for newsletters, rosters, eblasts, website updates, etc. Ian feels comfortable handling webmaster responsibilities knowing that Bob is available for support.
- Secretary added minutes to the website Board Area.
- Secretary added newsletter advertisers to the website.
- Closed
- Eblast sent 11/4/21
Meeting adjourned at 8:30.