WUOA Board Meeting Via Conference Call Tuesday, June 30, 2009 4:00 PM Present: Debbie Corcoran Mary Cox Judy Hoops Laurie Pate Dwayne Porter Dwayne Porter, President, called the meeting to order at 3:49 PM, and a quorum was established. The minutes from Executive Board meetings held on June 4, 6, and 16, 2009, were approved. Vote: 4 Yes, 1 No

Ratification of Actions Taken by Email The following items (presented via email) were approved. New Bookkeeper Tony Martin’s proposal of $275 per month for bookkeeping services was approved. (Copy attached) Vote: 5 Yes = Unanimous Decision: Judy was given permission to have the post office box changed to a location closer to Beckley, for convenience of bookkeeper. AC Requirem ents Guidelines as presented by the A/C Committee were accepted (copy attached). Vote: 5 Yes Unanimous Laurie will post requirements on the Owners’ Page on the WUOA website, along with a brief notice concerning the decision. Restaurant Proposal The lease agreement (attached) was accepted and will be presented to Brigitte Morgan. Vote: 5 Yes Unanimous Discussion and voting followed, concerning two provisions: 1. Brigitte will be provided an allowance of $1000 to replace outdated table-tops, bar stools, etc., which will remain the property of WUOA. Vote: 5 Yes Unanimous

2. A policy of ‘No alcoholic beverages in the lodge, restaurant, and side and back decks” will be put into effect. Signs will be posted, and the membership and rental management will be notified. Vote: 5 Yes Unanimous

New Business Property Managem ent/Legal Advice Dwayne stated that the Board has received two proposals for Managing Agent. RRE recently submitted a proposal. Judy Hoops said her proposal (presented May 30, 2009) would need to be revised because of changed circumstances, such as, the hiring of a new bookkeeper. Discussion: • Suggestion of committee to be formed to study proposals. • Judy will respect Board’s judgment about her having access to RRE’s proposal (since they had access to hers). • Members are to suggest questions to be asked of an attorney. Budget and Finances Dwayne stated that he would like to devote the next meeting to the topic of ‘the budget’. Finances Motion: Made by Judy WUOA Financial Procedures will be adopted as presented via email to Board members. (See attached) Vote: 5 Yes Unanimous Motion: Made by Dwayne A change is to be made in the guidelines, allowing signature stamps to be used by the bookkeeper, following Financial Procedures recently adopted. Vote: 5 Yes Unanimous Discussion/Decision: As a safeguard, the secretary, who does not have access to the checking account, will reconcile (each month) checks written with payments listed on the books. This procedure will serve as a mini-audit. Posting Procedure for Website (Owners’ Page) Motion: Made by Laurie The Secretary shall post notices of items in the minutes in a timely manner (in addition to pdf files of the minutes). The Secretary shall also send emails advising the membership of updated website postings. Notices that contain a substantive explanation or analysis of Board decisions shall have Board approval before posting. Vote: 5 Yes Unanimous Email Discussion/Voting Motion: Made by Judy Procedures as sent in advance via email (see attached)

Vote: 5 Yes Unanimous

Committees Decision: Laurie and Mary are to send their collapsed committee lists to other Board members, who are to comment by the end of next week (July 9).

Possible Installation of Washer/Dryer Decision: A committee, made up of Debbie and Laurie, will make suggestions to the Board by this fall. Discussion of the notifying the membership regarding the lack of an office rental agreem ent Decision: Dwayne will draft a letter with advice the first of next week (week of July 6), after he has received a response from an attorney. Insurance • •

Conference call with our agent: Judy will set it up for July 21 Theft add-on policy to D&O coverage Motion: Made by Judy If cost is reasonable, Fidelity Coverage of $100,000 will be added to the D&O policy without further voting. Vote: 5 Yes Unanimous

Discussion of Liens/Bankruptcies Decision: Dwayne stated that all liens and bankruptcy papers should be sent to the Treasurer for processing. The next Board meeting will be held via conference call on July 7 at 4 PM. The meeting was adjourned at 5:30 PM.

Respectfully submitted, Laurie Pate Secretary, WUOA