Board Meeting Minutes - December 11, 2019

Vista Las Palmas Neighborhood Organization Board Meeting
October 10, 2019, 4:00pm
501 S Palm Canyon Drive Palm Springs

The following board members/attendees were present: Scott Turner, Gustav Swanson (via phone) Sheila Cobrin, Mickey Puig (via phone), Kermit Ferrer, Howard Hawkes, Amy Brinkman (via phone).

AGENDA

  • Introductions
  • Assignment of Board Member Roles
  • Review / Approve Minutes from November Board Meeting (11/14/19)
  • Review / Approve Minutes from November Annual General Members Meeting (11/24/19)
  • Review Action Items from November Board and Annual General Members Meeting
  • Review Post AGMM Activities
  • Treasury / Finance Report 
    • November Report
    • Annual Budget
    • GoFundMe:  Alexander STAR
  • MW2020 Update
    • Tour Name: Vista Las Palmas:  The Alexander’s Jewel in the Crown Designed by William Krisel and Charles Du Bois
    • Scheduled for Saturday, February 15th
  • Alexander STAR Dedication Event Preparation
    • Confirm Sheila to speak at the ceremony
    • Draft a 3-4 minute speech
    • NOT REQUIRED:  Choose 2 pictures that illustrate the above connection.
  • Communication Updates:  HSPS

RECAP / NOTES

  • Done: Review/Approve Minutes from Nov Board & Annual General Membership Mtgs

November Board Meeting

  • Done: Review Action Items from November 14th  Board Meeting:
  • Done: Purchase "thank you" gift to be given to Glen as appreciation for his efforts regarding the change of ByLaws. 
    • Howard purchased gift basket from On The Mark created and delivered to Glen.
  • Done: Howard committed to printing and posting signs around the neighborhood reminding all of the upcoming Annual Meeting. 
    • Signs printed and posted.
  • Done: Board discussed the need to have a "write-in candidate" form created and available at the meeting.  Also, a two-color ballot form to be created. 
    • Form created and utilized.
  • Done: Kermit had suggested that various roles be designated for the AGMM including check ins, payments of dues, prep for the bylaws proposal (presumably including different colored voting cards) and ballots for the directors election if more than three candidates are nominated. 
    • Kermit purchased color coded cards that Sheila/Jeffrey handed out during AGMM check-in.
    • Sheila and Mickey (Jeffrey Saadeh represented Mickey) manned the Welcome Table and check-in guests
  • Done: Sheila and Mickey agreed to meet prior to the meeting to create a master list of due paying members. 
    • List was created of due paying members who had paid prior to 2019
  • Done: Confirm City is OK with new By-Laws and whether Denise Goolsby will attend AGMM. 
    • Glen received confirmation from Denise Goolsby that the City is OK with the new bylaws, but she won’t be attending the AGMM.
  • Done: Copies of the notice of the AGMM that was sent to the members, the replacement bylaws that have been circulated (both clean and blacklined), the City map (which I have) and the ballots if they are required.
    • Kermit made 10 copies to bring to the meeting of the (1) Notice that was sent to VLP Members, (2) Replacement By-Laws Circulated (Clean), (3) Replacement By-Laws Circulated (Blacklined) and City Map
  • Done: Confirm David Hyams attendance and speak at AGMMis going to attend and speak
    • David Hyams cancelled his attendance of the AGMM but provided Kermit summary of his Alexander Star project that I will present at the AGMM
    • Kermit to speak about Alexander Star @ AGMM
  • Done: Provide payment to 849 for catering.  Mickey and Amy handled and processed payment to 849.
  • Done: Glen to write Chairman’s script to use during the AGMM.
  • Done: Kermit to send out Calendar Invite to the Board along with a GoToMeeting invite for December Board Meeting.

November Annual General Membership Meeting

  • Done: Review Action Items from November 24th AGMM Meeting:
  • Open: Send Denise Goolsby a copy of the Bylaws that we adopted with the map attached and as certified by Kermit as Secretary.  Kermit to complete before Dec. 24th (30 days from AGMM)
  • Done: Set the voluntary dues for members by November 30/19 (Article VII Section 2).  Suggested Annual Dues contribution set @ $50.00 and posted as such on the website and corresponding form.
  • Done: Notify Members and Eligible Members of Board meetings at least 7 days prior to those meetings (Article VIII Section 11).  You may also want to let Denise Goolsby know about those meetings.
  • Done: Elect Officers within 30 days of the AGMM (Article IX Section 1).  Only Board members can be Officers.
  • Done: At the same time as Officers are elected designate VLP’s official representative and alternate representative to ONE-PS.  These representatives need not be Board members, but can be any Member of the VLPNO (Article IX Section 10).
  • Done: Comply with the requirements in Article IX Section 11 to report to the Office of Neighborhoods (Denise) and ONE-PS.  These include providing notice of VLP’s official representatives to ONE-PS, copies of the minutes of the AGMM, and a list of the current Directors with the dates of their respective terms in office.

Introductions

  • The Board welcomed newly elected and incoming Board members: Scott Turner (present), Gustav Swanson (present) and Kevin Comer (absent)
  • Scott spoke of his personal and professional life in the Coachella Valley and specifically his time in the VLP neighborhood.
  • Exiting Board members: Howard Hawkes and Amy Brinkman were present as part of the transition between the incoming and exiting members of the Board. The Board thanked Howard and Amy for their tenure and contributions to the VLP Board.

 Assignment of Board Member Roles

  • Kermit asked if any Board members wanted to fill any of the officer positions.
    • Chairperson
    • Vice-Chairperson
    • Treasurer
    • Secretary
  • Both Gustav and Sheila said they’d like to remain as ‘Member At Large’.
  • Scott stated that he had financial experience and offered to be either Chairperson (previously held by Howard Hawkes) or Treasurer.
  • Representing Mickey Puig, Kermit informed the Board that Mickey would like to remain as Treasurer.
  • Kermit said that he’d be good to remain as Secretary.
  • Sally and Kevin weren’t present.

Assignment of Board Member Roles - continued

  • The Board agreed to temporarily assign officer positions as follows. However, this was to be finalized and approved at the January 2020 Board meeting:
    • Chairperson: Scott Turner
    • Vice-Chairperson: Sally Hightower
    • Treasurer: Mickey Puig
    • Secretary: Kermit Ferrer
    • Members-At-Large: Sheila Cobrin, Gustav Swanson and Kevin Comer

 Assignment of One-PS Representative

  • Sheila noted that she is the VLP representative to One-PS
  • Kermit noted that a back-up was also necessary
  • Scott volunteered to be Sheila’s back-up as VLP representative to One-PS

 Review/Approve Minutes from November 14th Board Meeting and November 24th AGMM:

  • Board reviewed November 14th Board Meeting and November 24th Annual General Membership Meeting minutes. Board unanimously approved.
  • Sally to work with Imagine IT to publish minutes from previous Board Meetings on-line.
  • Still need to post October Board Meeting Minutes too.

Communication

  • Board discussed need to improve communication via VLPNO website, Nextdoor and/or Facebook. Topic for future meetings.

Social

  • Kermit proposed next Social event to be scheduled for January at new brewery on N Palm Canyon Drive: Las Palmas Brewing
  • David suggested weekend of Martin Luther King’s Day: Saturday, January 18th  
  • Kermit to follow-up with ‘Las Palmas Brewery’ to ask if they’d allow us to host a VLPNO Social on suggested date.
  • Kermit to prepare communication.

ACTION ITEMS:

  • Sally to publish minutes from October and November Board Meetings as well as November Annual General Membership on-line with Imagine IT group.
  • Board to finalize officer positions at January meeting.
  • Mickey to update VLPNO Annual Budget to include membership dues collection @ 100% of households.
  • Kermit to send Denise Goolsby a copy of the Bylaws that we adopted with the map attached and as certified by Kermit as Secretary. Kermit to complete before Dec. 24th (30 days from AGMM)
  • Kermit to follow-up with ‘Las Palmas Brewery’ to ask if they’d allow us to host a VLPNO Social on Saturday, January 18th, Kermit to prepare communication.
  • Kermit to send out Calendar Invite to the Board along with a GoToMeeting invite for January Board Meeting

Vista Las Palmas Neighborhood Organization Annual Meeting Minutes November 24, 2019

Vista Las Palmas Neighborhood Organization
Annual General Membership Meeting

November 24, 2019, 3:00pm
O'Donnell Golf Club, Palm Springs

The following board members/attendees were present: Howard Hawkes, Amy Brinkman (via phone), Gustav Swanson, Sheila Cobrin, Sally Hightower Lippin, Mickey Puig (via phone), Kermit Ferrer, Glenn Cameron.

AGENDA

  • Arrivals/Check-In/Mix and Mingle/Cash Bar
  • General Meeting
  • Introduction of Guests
  • Annual Report of Activities 
  • Financial Report: Overall Profit & Loss, Modernism Tour Profit & Loss, 2020 Budget
  • MW2020 VLPNO Home Tour: Save the Date: 2020 Modernism Home Tour on Saturday, February 15th, Tour Update, Call for volunteers 
  • Alexander Star Dedication
  • Proposal to Replace the VLPNO’s Bylaws with the attached By-Laws
  • Candidate Introductions & Election of Members to the Board of Directors
  • Election Results / Closing Remarks

RECAP / NOTES

Arrivals/Check-In:

  • Sheila Cobrin and Jeffrey Saadeh (in Mickey Puig’s absence) checked in all arriving neighbors and received forms and contributions from those who provided them
  • Meeting Attendance: 22 Households
  • VLPNO General Membership: 63 Households
  • 35% of the General Membership was present at the meeting. Quorum was met.

    NOTE:  Per the By-Laws One-fifth (20%) of the Members shall constitute a quorum at the Annual or any Special General Membership Meetings.

General Meeting:

  • Howard Hawkes, VLPNO President, kicked-off the meeting as meeting Chair @ 3:42pm
  • Meeting to be in two parts.
    • VLPNO existing By-Laws
      • Only members in good standing are permitted to vote. Members in good standing are property owners in VLP who have paid annual dues.  Voting with green colored cards
    • If replacement By-Laws are approved and replaced, VLPNO new By-Laws
  • Only members are permitted to participate in voting. Members are all individuals claiming primary or secondary residence (including business occupants) and property owners within the boundaries of Vista Las Palmas who have submitted a membership application, requested membership or signed into the meeting today with a provided pink colored cards
  • Howard called the meeting to order and appointed Kermit Ferrer as Secretary of the meeting
  • Kermit confirmed that 1/5 of paying members were present

Guest:  Palm Springs City Manager - David Ready

  • David thanked Mayor Moon for his service to the city as Mayor. His presentation highlights:
  • New downtown park will open in 1 year – Fall 2020
  • His objective to update the city more technological. Money is being spent on servers/cloud storage
  • Developing new PS app (PS at your service). This will be the tool for residents to interact with City Hall
  • City is working on redesign of the City website
  • City Economy / Budget is stable
  • New Tribal Arena:
    • Tribal Arena Council will meet with the City in December
    • Question from VLPNO member: What power/authority does City over Arena
    • David response: City has reviewed the plan and provided the Tribal Arena Council with a list of recommendations and items of mitigation.
    • VLPNO Stan Smith spoke up stating that the Tribal Arena comprehensive plan is available on-line to all and the Tribal Council has addressed many of articles. Stan said it is a well worth read as it has a lot of information on the plan
  • Andaz Hotel
    • Question from VLPNO member: What is going on with the Andaz hotel?
    • David response: Developer has had issues with Contractor and has had to change Contractors.  The city has put Andaz/new Contractor on notice.  New Contractor has committed to finish the project while Andaz is still litigating with the initial contractor. 
  • David Ready encouraged participating VLPNO members reach out to him by providing his personal cell # (760) 409-8033

Annual Report of Activities:

  • Howard said that we have a very good Board that gets along and works together
  • We have hosted 3 VLPNO Social Events @ 849 Restaurant, La Quinta Brewing and The Twist/Roly China Fusion
  • Updating of VLP By-Laws spearheaded by Gustav Swanson, Kermit Ferrer and Glenn Cameron

Financial Report:

  • Current Balance as of 10/31/19 = $12,679
  • Main source of funding: Modernism Week ticket sales & Membership dues
  • Funds utilized for
    • Modernism Week for upcoming year
    • Social Events
    • Annual General Membership Meeting
    • Donations: 2019 – Alexander Star
  • Funds are lower in 2019 as MW2019 ticket sales were lower than anticipated

 Modernism Week 2020 VLPNO Home Tour:

  • Jeffrey Saadeh, VLP Lead for the MW2020 Home Tour provided update
  • Schedule: Saturday, February 15th, 2020 - AM & PM Tours
  • Tour Name: Vista Las Palmas: The Alexander’s Jewel in the Crown
  • Focus on Alexanders and architects: Du Bois & Krisel with education sessions on architects
  • Featuring 6 Homes
  • Tickets: 400 on MW2020 website – Almost sold-out
  • Committee members: Kermit Ferrer (Co-Lead), Sally Hightower, Sheila Cobrin, Allison Sapunor, Bill Lieber, Patsy Marino & Howard Hawkes

Alexander Star Dedication project:

  • Kermit Ferrer spoke of VLPNO’s support of the Alexander Star on Palm Springs walk of fame. Kermit commented that it was interesting that although the Alexander’s and their construction company were key to the development and style of Palm Springs, they hadn’t been honored with a star.  VLP is the principal contributor to the Alexander Star
  • Project lead by David Hyams, private entity and resident of Little Beverly Hills with support from various Alexander Construction Company neighborhoods
  • Schedule: Friday, February 14th, 2020
  • Location: TBD (awaiting final approval by the Architecture & Design Museum of the proposed site on Palm Canyon Dr.)
  • Ceremony will include the following speakers. Most will speak on their (entities) connection to the 4 family members being honored:
    • Nona Watson - Walk of the Stars
    • Mayor or Council Member
    • Margaret Keung - Boys & Girls Club
    • Vista Las Palmas rep – Shelia Cobrin
    • Desert Riders rep or Ruta Lee 
    • David Hyams
    • Jill Alexander

Resolution Regarding the Board of Advisors Activities:

  • Howard called for a motion to accept the Annual Report of Activities, the Financial report and other reports that were presented.
  • Shiela Cobrin moved to approved the activities as presented.  Sally Hightower seconded the motion.
  • The motion was carried forward unanimously.

 

Replacement of VLPNO’s By-Laws

  • Howard proceeded with the proposal received to replace the VLPNO By-Laws as submitted by Gustav Swanson on October 23rd, 2019 and provided to the VLPNO members with the notice of this meeting.
  • Gustav presented his proposal starting by:
    • Reminding everyone that at last year’s Annual General Membership Meeting it was decided that term limits should not be applicable to cap the duration of any member’s participation on our Board of Advisors.
    • And that it was also decided that the terms of Board members should be staggered so as to provide continuity of experienced Board members from year to year.
  • Both these decisions required changes to the VLPNO’s bylaws.
  • In addition to those changes the Board identified the need to modernize our bylaws in a number of ways including:
    • Providing for Board members’ participation in meetings by conference call or other electronic methods such as Skype; and
    • Conforming the boundaries of Vista Las Palmas in our bylaws to the boundaries for our neighborhood that are on file with the City of Palm Springs.
  • The Board accordingly asked Gustav to form a committee to prepare a set of replacement bylaws that would incorporate all those changes.
  • That committee was comprised of Gustav, fellow Board members Kermit Ferrer and Mickey Puig and one of our neighbors, Glenn Cameron.
  • Part of our process included going to the City of Palm Springs to confirm their records of the Vista Las Palmas boundaries.  At City Hall we were introduced to Ms. Denise Goolsby who is the Manager of the Office of Neighborhoods for the City. As you may know the City is actively involved in encouraging the participation of Palm Spring’s neighborhoods in the City’s affairs and in coordinating the neighborhoods’ activities in that regard through a City administered organization known as ONE-PS
  • Denise confirmed the City’s records regarding Vista Las Palmas’ boundaries were in fact different from the boundaries that we have in our existing bylaws and gave us a map that had been prepared by the City that shows the Vista Las Palmas boundaries.
  • Denise also advised us that the City has recently adopted a template for a set of bylaws for unincorporated neighborhood organizations in Palm Springs and that the City is hoping those bylaws will be adopted by all existing neighborhood organizations
  • The City’s template includes all the changes that we were going to make (no term limits, staggered board seats, helpful administrative provisions) as well as numerous other improvements.

Replacement of VLPNO’s By-Laws (continued)

  • So we adopted the City’s bylaw template as the form for our new bylaws and modified that template to reflect information unique to VLP.
  • On October 23, 2019 Gustav contacted Kermit in his capacity as the Secretary of the VLPNO and requested that our bylaws be replaced with the Bylaws that we prepared based on the City’s template. Concurrently on that date I submitted the copies of the replacement Bylaws to him. One of those copies showed the changes to the City’s template.
  • Kermit then distributed those proposed replacement Bylaws to the members with the Notice of this meeting.
  • Kermit also provided a copy of the proposed replacement Bylaws to Denise Goolsby. On November 20, 2019 Denise confirmed to us that the City’s only comments on our proposed new Bylaws were to attach the map that the City had given us showing the boundaries of Vista Las Palmas and to make a couple other minor changes.
  • Denise also confirmed that the City supports our adopting these new Bylaws.
  • In response to the City’s comments we have attached the City’s map to our proposed Bylaws and have made the other minor changes requested by the City.
  • We recommend that these Bylaws as so revised replace our existing bylaws.
  • Howard thanked Gustav and the committee for their work.
  • Howard then confirmed on behalf of the Board that the Board has approved the replacement Bylaws that Gustav has provided as revised to incorporate the City’s comments; and that we recommend that the members adopt those Bylaws in place of our existing bylaws
  • Howard called for a motion to replace the VLPNO bylaws with the Bylaws provided by Gustav as revised to incorporate the City’s comments.
  • Kermit Ferrer presented the motion to approve to replace the Bylaws as revised to incorporate the City’s comments and that those new ByLaws be effective as of today.
  • Kevin Kemper seconded the motion.
  • The motion was carried forward unanimously.
  • Howard then stated that the balance of the meeting was to be conducted pursuant of the VLPNO’s new ByLaws

Election of Directors of the Organization

  • Howard started by stating that the new ByLaws provide
    • The Board shall consist of seven (7) Directors
    • Terms shall be staggered
    • Terms for three (3) Directors shall expeire at each Annual General Membership Meeting in odd years
    • Terms for four (4) Directors shall expire at each Annual General Membership Meeting in even years
  • The terms of myself (Howard Hawkes), Amy Brinkman and Gustav Swanson as members of that Board of Advisors are scheduled to expire at this meeting today.
  • The terms of the remaining four members of the Board of Advisors (Sheila Cobrin, Kermit Ferrer, Sally Hightower Lippin and Mickey Puig) were scheduled to expire at our Annual General Membership Meeting next year (2020).
  • In order to transition the Board from our old bylaws to the new Bylaws, the new Bylaws provide that:
    • Three (3) Members will be elected today as Directors with terms that will expire at our 2021 Annual General Membership Meeting; and
    • Shelia Cobrin, Kermit Ferrer, Sally Hightower Lippin and Mickey Puig shall be deemed elected as Directors with terms that expire at next year’s Annual General Membership Meeting
  • Amy Brinkman has advised that she is not running for election. On behalf of all of us I would like to thank Amy for her hard work on the Board and for her many contributions to our neighborhood. 
  • Howard also stated that he was not running for re-election.
  • Howard announced that Gustav Swanson has nominated himself to serve on the Board for a further two year term and provided his name and contact information to the Secretary. No other nominations have been received.
  • Howard asked if there were any other Members who wish to serve on the Board at this time?
    • Kevin Comer volunteered to be on the VLPNO Board
    • Scott Turner also volunteered to be on the VLPNO Board
  • Howard called for a motion to accept all three (3) new members of the Board.
  • Howard moved to accept the three new Board members as presented.  Brad Kuhns seconded the motion.
  • The motion was carried forward unanimously.

 Termination of the Meeting:

  • Howard stated that there is no further business and moved to terminated the meeting. The motion was seconded.
  • Howard gate a bit Thank you to all.NOTE: Board Meetings scheduled for 2nd Thursday of month @ 4pm.
  • Kermit to send out calendar Invite to Board along with GoToMeeting invite for anyone who might not be able to attend in person.

Board Meeting Minutes - November 14, 2019

Vista Las Palmas Neighborhood Organization Board Meeting
October 10, 2019, 4:00pm
501 S Palm Canyon Drive Palm Springs

The following board members/attendees were present: Howard Hawkes, Amy Brinkman, Gustav Swanson (via phone), Sheila Cobrin, Mickey Puig (via phone), Kermit Ferrer (via phone- joined late), Glenn Cameron.

AGENDA

  • Review / Approve Minutes from October Meeting
  • Review Action Items from October Meeting
  • Prep for Annual VLPNO Meeting:  11/24/19
    • Special Guest:  Glen Cameron (VLPNO Advisory Board) – scripts for Kermit & Gustav
    • RSVP:  ?
    • Call for candidates:  3 open positions – No applicants; Gustav?
    • Meeting Agenda

Vista Las Palmas Neighborhood Organization Annual General Membership Meeting
2:45-3:30pm:
  Arrivals/Check-In/Mix and Mingle/Cash Bar
3:30-4:30pm: General Meeting, Presentations and Election

  • · Annual Report of Activities    (Howard)
  • · Financial Report (Howard)
  • · MW2020 VLPNO Home Tour:  Save the Date: 2020 Modernism Home Tour on Saturday, February 15th, Tour Update, Call for volunteers  (Jeffrey)
  • · Alexander Star Dedication (D. Hyams – Confirmed)
  • · Other guests:  TBD
  • · Proposal to Replace the VLPNO’s Bylaws with the attached By-Laws (Kermit & Gustav)       
  • · Candidate Introductions & Election of Members to the Board of Directors  (Howart)

4:30-5:00pm: Election Results / Closing Remarks

  • Treasury / Finance Report 
    • October Report
    • Annual Budget
    • GoFundMe:  Alexander STAR
  • MW2020 Update
    • Tour Name: Vista Las Palmas:  The Alexander’s Jewel in the Crown Designed by William Krisel and Charles Du Bois
    • Scheduled for Saturday, February 15th
  • Alexander STAR Dedication Event  Follow-up – Create small group to prepare the following:
    • Decide who will speak at the ceremony
    • Draft a 3-4 minute speech
    • NOT REQUIRED:  Choose 2 pictures that illustrate the above connection.
  • Communication Updates: HSPS

RECAP / NOTES (Minutes provided by Mickey Puig & Gustav Swanson)

  • Board approved the Oct 2018 minutes
  • ​Mickey proposed a "thank you" gift to be given to Glen as appreciation for his efforts regarding the change of ByLaws.  Board agreed to a budget of $200 and Howard agreed to have a gift basket from On The Mark created and delivered to Glen.
  • Sheila and Mickey agreed to man the Welcome Table and check-in guests
  • Sheila and Mickey agreed to meet prior to the meeting to create a master list of due paying member

BYLAWS

  • Glenn Cameron gave synopsis of by-law to Board. Highlighted major changes to by-laws:
  1. Eliminate term limits.
  2. Stagger Board seats. 
  3. Verify VLP boundaries with city. Adapt city definition of VLP.
  4. Communication via Skype and conference call.
  • Adopted city template for by-laws. City template acts as a foundation where neighborhoods could then add verbiage applicable to their neighborhood.
  • Major provision of city template is the inability of an association to charge membership dues.
  • City trying to foster inclusion of neighbors. Discussion ensued. Cobrin noted some people would tend to opt out and not pay.
  • Board agreed upon "voluntary membership dues". 
  • City supports our by-laws with a couple of minor changes. The most notable change was to include a map of VLP's boundaries.
  • Board in agreement over new by-laws.

Annual General Membership Meeting

  • Amy updated Board on number of RSVP's for Annual Meeting: 30 as-to-date
  • Howard committed to printing and posting signs around the neighborhood reminding all of the upcoming Annual Meeting.
  • Gustav proposed and Board discussed creating new, permanent signs to be used every year, in which only the date need be changed
  • Board discussed swag for the meeting.  Board agreed not to spend additional monies but decided to have the surplus MW 2019 booklets available for anyone.  Additionally, Howard mentioned that he had in storage VLPNO keychains that were created for a prior event, available for anyone.
  • Board discussed upcoming election - 3 open positions: Howard and Amy stated they will not re-run; Gustav informed Board he will rerun.
  • Board discussed its' concern that no one, except for Gustav, had submitted their name for the election.  Howard agreed to make a whole-hearted "call" during the President's speech at the meeting for write-ins.
  • Glenn Cameron lead discussion of Annual Meeting process. (The script)
  • Annual Meeting would be structured into 2 parts: 
    • Meeting to proceed under old by-laws.
    • Vote to adopt new by-laws
    • Conduct meeting under new by-laws
  • Discussed logistics of who could vote when. Discussed various election scenarios.
  • Board discussed the need to have a "write-in candidate" form created and available at the meeting.  Also, a two-color ballot form to be created.
  • Amy Brinkman would follow up with colored cards indicating membership under "old by-laws" versus "new by-laws"
  • Board discussed speakers for the meeting:  Howard - President's speech; Gustav/Kermit/Glen - ByLaws discussion; Jeffrey Saadeh - MW 2020; David Healey - "State of PS" (Sheila reassured Board that she had a commitment from him); Kermit - Alexander Star
  • Sheila and Mickey agreed to man the Welcome Table and check-in guests
  • Sheila and Mickey agreed to meet prior to the meeting to create a master list of due paying member

 

Board Meeting Minutes - October 10, 2019

Vista Las Palmas Neighborhood Organization Board Meeting
October 10, 2019, 4:00pm
501 S Palm Canyon Drive Palm Springs

The following board members were present: Howard Hawkes, Amy Brinkman (via phone), Gustav Swanson, Sheila Cobrin, Mickey Puig (via phone), Kermit Ferrer, Glenn Cameron.

AGENDA

  • Review / Approve Minutes from September Meeting
  • Review Action Items from September Meeting
  • Follow up to Annual VLPNO Meeting:  11/18/18
    • Special Guest:  Glen Cameron (VLPNO Advisory Board)
  • Annual VLPNO Meeting
    • Confirm Schedule Date
    • Confirm Venue
    • Create Draft Agenda
    • Create Draft Communication
  • Treasury / Finance Report 
    • Annual Budget
    • GoFundMe:  Alexander STAR
  • MW2020 Update
    • Tour Name: Vista Las Palmas:  The Alexander’s Jewel in the Crown Designed by William Krisel and Charles Du Bois
    • Scheduled for Saturday, February 15th
  • Alexander STAR Dedication Event  Follow-up – Create small group to prepare the following:

    o        Decide who will speak at the ceremony

    o        Draft a 3-4 minute speech

    o        Draft a 150-200 word document on how VLP and the Alexander Family is linked together. As mentioned each neighborhood is entitled to space in the booklet

    o        Choose 2 pictures that illustrate the above connection. The family has sent me photos from their collection including one of the House of Tomorrow under construction and one of Robert and Helene having coffee in the living room. Both of these will be included in the booklet so VLP is going to be the most featured neighborhood

  • Communication Updates:  HSPS

  • Social Events: 

    October:  Event update and announcement (RSVP: ?)

RECAP / NOTES

  • Done: Review / Approve Minutes from August Meeting
  • Done: Review Action Items from September 12th  Meeting:
  • Done: Mickey to create VLPNO Annual Budget.
  • Done: Gustav to e-mail Glenn Cameron regarding VLNOP By-laws. Provide Glenn with 11/18/18 minutes, By-laws on hand and pertinent information about term limits.
  • Done: Howard to text Mickey about GoFundMe vs VLPNO checking account for STAR checks.
  • Done: Howard to send Glenn Cameron contact information to Gustav
  • Done: Kermit to send out Calendar Invite to the Board along with a GoToMeeting invite for October Board Meeting.

Review/Approve Minutes from September 12th meeting:

  • Board reviewed September 12th meeting minutes. Board unanimously approved.
  • Sally to work with Imagine IT to publish minutes from previous Board Meetings on-line. This is an on-going task.

Treasury:

  • Mickey presented Treasury Report and Annual budget proposal
  • Mickey to update VLPNO Annual Budget to include membership dues collection @ 100% of households.
  • Kermit to provide # of VLP households.
  • Add VLP Street Markers to the 2020 Annual Budget

PS Historic Preservation Office:

  • Need to finalize communication that Gustav prepared about Ken Lyon (Palm Springs Historic Preservation Office) presentation to Board. Board is reviewing message before Sally posts it to website.

 Alexander Family STAR Dedication Event:

  • Mickey volunteered to lead the creation of a small group
  • Still need to identify who will speak at the dedication. Once again the Board recommended Sheila speak at the ceremony.  Sheila abstained from commenting.  There was no closure on this topic.  Need to finalize at next Board meeting.
  • Sufficient number of pictures have been identified.
  • A short speech – 3 to 4 minutes or 150 to 200 word document – needs to be written.
  • Kermit to follow-up with David Hyams on status of event, funds and his participation at the Annual meeting on Nov. 24th

Media – Communication:

  • Objective: Need to update our website more frequently.
  • Pending Website updates:
  • Meeting Minutes for July, August and September
  • Kermit to follow-up with Sally

 

Neighborhood – Social

  • The Twist Poolside: Wednesday, October 16th from 4 – 6pm.
  • To date 24 people have RSVP’d to the social event
  • The Social is being cohosted by Roly's Chinese Fusion.  They will provide 50 free drinks and samples of some of their food.  The event will be poolside at The Twist.

VLPNO Membership:

  • VLPNO renewal received. The application went to ‘This email address is being protected from spambots. You need JavaScript enabled to view it.’ with a credit card transaction ID.  In turn the email was routed to Robin Abrahams.  When looking at the VLPNO website – http://www.vistalaspalmas.org/join-vlpno-now  there doesn’t appear to be a place to submit your credit card. 
    • Mickey to inquire with applicants about how they submitted renewal.
    • Mickey to inquire with Jeff @ ImagineIT about on-line application with respect to ‘renewals’ if current residents enter site with existing user login ID’s
  • Sheila brought up whether VLPNO should increase their annual dues.
    • Kermit to research other neighborhood organizations’ annual dues to share with VLPNO Board and evaluate
  • Kermit brought up how VLPNO tracks membership dues payment
    • Sheila stated that she has a spreadsheet where she tracks paying members by household
    • Sheila to share with the Board
    • Mickey requested # of homes in VLP in order to budget @ 100% compliance
  • Kermit also requested that VLPNO ensure that paying members be tracked at Annual meeting and provided with only 1 ballot per household.

Review of 2018 VLPNO Annual Meeting and By-Laws

Glen Cameron joined the VLPNO meeting to provide legal advisor/counsel on:

  • Advice on what would constitute the ‘official’ VLPNO By-Laws
  • Review of events occurred during the Annual VLP meeting (See minutes from VLPNO Annual meeting held on Nov. 18th) against VLPNO by-laws and advise VLPNO Board.
  • Ask if the VLPNO By-Laws require voting members to be present at the annual meeting to vote for the Board members or if this can be done by mail so that vote can take place prior to the meeting and the new Board is announced at the annual meeting
  • Recommendation:  Amend the By-Laws to:
    • Eliminate Term Limits
    • Stagger Board seats
    • Board meeting quorum obtained by phone
    • Neighborhood boundaries to include dogleg between Vista Chino and Stevens, Monte Vista and N Palm Canyon
  • Per current By-Laws requirement, proposed amended By-Laws must be submitted to VLP secretary 30 days before Annual meeting and presented to members at the Annual meeting
  • At the Annual meeting,
    • Glen suggested that a motion be set forward to ratify all actions taken by the VLPNO Board (ie.  the introduction of Gustav as a replacement for Robin’s departure from the Board)
    • Vote to Amend the By-Laws
  • Glen offered to create a draft version of new By-Laws with recommended changes.

Future Meetings:

  • NOTE: Board Meetings scheduled for 2nd Thursday of month @ 4pm.
  • Kermit to send out calendar Invite to Board along with GoToMeeting invite for anyone who might not be able to attend in person.

Annual Meeting: 

  • Venue: VLPNO agreed that the meeting will be held at the O’Donnell Club as it is what neighbors are accustomed to, it is convenient and a beautiful setting.
    • Date: Sunday, November 24th, 2019
    • Caterer: 849 Restaurant
    • Price, which is inclusive of tax & tip would be $3,386.75.  This is about $900 cheaper than last year. 
    • Board voted unanimously to move forward
    • Mickey to pay $1,000 deposit immediately
  • Annual VLPNO Member Meeting Proposed Agenda:

Vista Las Palmas Neighborhood Organization Annual General Membership Meeting

 2:45-3:30pm:  Arrivals/Check-In/Mix and Mingle/Cash Bar
 

 3:30-4:30pm: General Meeting, Presentations and Election

    • Annual Report of Activities 
    • Financial Report:  Overall Profit & Loss, Modernism Tour Profit & Loss, 2020 Budget
    • MW2020 VLPNO Home Tour:  Save the Date: 2020 Modernism Home Tour on Saturday, February 15th, Tour Update, Call for volunteers 
    • Proposal to Replace the VLPNO’s Bylaws with the attached By-Laws             
    • Other guests:  TBD
    • Candidate Introductions & Election of Members to the Board of Directors

 4:30-5:00pm: Election Results / Closing Remarks

  • Communication: Kermit to draft up email to be sent out reminding neighbors of annual meeting and election
  • Parking Lot item to be revisited during a future Board Meeting: Jade mentioned at January 2019 Meeting that the Annual VLPNO Meeting date has proven to be unpopular. The Board discussed identifying (3) alternative dates to send out to the VLPNO members to vote on potential date change for the Annual Meeting.

ACTION ITEMS:

  • Sally to publish minutes from July, August and September Board Meeting on-line with Imagine IT group.
  • Mickey to update VLPNO Annual Budget to include membership dues collection @ 100% of households. Kermit to provide # of VLP households.
  • Gustav & Board to finalize communication that Gustav prepared about Ken Lyon (Palm Springs Historic Preservation Office)
  • Glenn to create draft of proposed By-Laws
  • Glen, Gustav & Kermit to discuss and review By-Laws proposal and work to meet VLP By-Laws scheduling requirement
  • Gustav to e-mail Glenn Cameron regarding VLNOP By-laws. Provide Glenn with 11/18/18 minutes, By-laws on hand and pertinent information about term limits.
  • Kermit to draft VLPNO Annual Meeting invitation
  • Kermit to research other PS neighborhood’s annual membership dues
  • Kermit to invite David Hyams to VLPNO Annual meeting to talk about the Alexander STAR dedication and how our funds are being used.
  • Kermit to send out Calendar Invite to the Board along with a GoToMeeting invite for November Board Meeting.

 

Board Meeting Minutes - September 12, 2019

Vista Las Palmas Neighborhood Organization Board Meeting
September 12, 2019, 4:00pm
501 S Palm Canyon Drive Palm Springs

The following board members were present: Howard Hawkes, Amy Brinkman (via phone), Gustav Swanson, Sheila Cobrin.

AGENDA

  • Review / Approve Minutes from August Meeting (I’ll send those out shortly)
  • Review Action Items from August Meeting
  • Treasury / Finance Report 
    • Annual Budget
    • GoFundMe:  Alexander STAR
  • MW2020 Update
    • Tour Name: Vista Las Palmas:  The Alexander’s Jewel in the Crown Designed by William Krisel and Charles Du Bois
    • Scheduled for Saturday, February 15th
    • Worksheet submitted successfully to Modernism Week
    • Price for tour set at $80
    • 400 Tickets to be issued initially.  If we sell out, more tickets will be made available
    • House inspections complete and approved by MW2020 (Jade Nelson).  We have a tentative selection of homes (potentially 4 DuBois and 2 Krisel)
    • House of Tomorrow status:  Pursuit to include House of Tomorrow has ceased and home will be dropped from tour. 
    • Review plan and action items and next steps
  • Alexander STAR Dedication Event – Create small group to prepare the following:
    • Decide who will speak at the ceremony
    • Draft a 3-4 minute speech
    • Draft a 150-200 word document on how VLP and the Alexander Family is linked together. As mentioned each neighborhood is entitled to space in the booklet
    • Choose 2 pictures that illustrate the above connection. The family has sent me photos from their collection including one of the House of Tomorrow under construction and one of Robert and Helene having coffee in the living room. Both of these will be included in the booklet so VLP is going to be the most featured neighborhood
  • Communication Updates:  HSPS
  • Social Events: 
    • August:  Post photos
    • October:  Event update and announcement
  • Follow up to Annual VLPNO Meeting:  11/18/18

RECAP / NOTES

  • Review Action Items from August 8th Meeting:
  • Open: Mickey to create VLPNO Annual Budget
  • Open: Kermit to provide VLPNO By-Laws versions on hand and 11/18/18 minutes to Glen Cameron to request council.
  • Open: Sally to collect photos from Modernism Week 2019 VLP Home Tour and draft message to put on the website.
  • Open: Sally to post Modernism Week 2019 Books for sale @ $10 each.

Review/Approve Minutes from August 8th meeting:

  • Board reviewed August 8th meeting minutes. Gustav motioned to approve minutes. Howard seconded motion. Board unanimously approved.
  • Sally to work with Imagine IT to publish minutes from previous Board Meetings on-line. This is an on-going task.

Treasury:

  • Mickey absent. No Treasury Report presentation.
  • Alexander STAR Go-Fund Me collection to date approximately $1,400. (per Amy checking her records)
  • Mickey will work on creating an annual budget to assist Board in tracking and forecasting of VLPNO expenses. This would give The Board a tool to manage funds against known and proposed activities.
  • Sheila received several checks for Alexander STAR. Should they be deposited into the VLPNO checking account or the GOFUNDME account?

PS Historic Preservation Office:

  • Gustav prepared short message about Ken Lyon (Palm Springs Historic Preservation Office) presentation to Board. Board is reviewing message before Sally posts it to website.

Modernism Week 2020 – VLPNO Planning:

Howard provided update.

  • The Elvis Honeymoon Hideaway home will not be on the tour. The owner wanted compensation. In addition, communication with the owner proved difficult and cumbersome.
  • Narrowing of home selection – at least six homes have been secured for the tour.
  • Sheila suggested have a “backup” home in case a homeowner is not able to commit.
  • Need to create budget for the event
  • Entitle Event: Vista Las Palmas: Alexanders’ Jewel in the Crown. Design by Krisel and DuBois?
  • Sheila thought the suggested ticket price of $80 might be a little low.
  • Take advantage of the STAR dedication ceremony on Friday, February 13th to promote our VLP home tour on Saturday, February 14th. Sell our VLP home tour tickets at the STAR event.

Alexander Family STAR Dedication Event:

  • Howard suggested Board hold off on creating small group until we had more board members at a meeting. (Only 4 Board members present at current meeting.)  Group to assist in coordination of this event still has to be created.  Subject tabled until next meeting.
  • Still need to identify who will speak at the dedication. Howard recommended Sheila speak at the ceremony.  Sheila demurred.  There was no closure on this topic.  Need to discuss at next Board meeting.
  • Sufficient number of pictures have been identified.  
  • A short speech – 3 to 4 minutes or 150 to 200 word document – needs to be written.

Media – Communication:

  • Objective: Need to update our website more frequently.
  • Pending Website updates:
    • Modernism Week 2019 Books Post
    • Modernism Week 2019 Event Pictures
    • October 2019 Social at Twist

Neighborhood – Social

  • The Twist Poolside: Wednesday, October 16th from 4 – 6pm.
  • The Social is being cohosted by Roly's Chinese Fusion.  They will provide 50 free drinks and samples of some of their food.  The event will be poolside at The Twist.
  • Discussion ensued: Should over 50 people attend VLPNO to pick up cost for number of drinks over 50.
  • Word invitation such that guests don’t know they are getting one free drink. Discussion of way to track number of drinks over 50 count – (Resolution – 2 different colored tickets).

Future Meetings:

  • NOTE: Board Meetings scheduled for 2nd Thursday of month @ 4pm.
  • Kermit to send out calendar Invite to Board along with GoToMeeting invite for anyone who might not be able to attend in person.
  • Parking Lot item to be revisited during a future Board Meeting: Jade mentioned at January 2019 Meeting that the Annual VLPNO Meeting date has proven to be unpopular. The Board discussed identifying (3) alternative dates to send out to the VLPNO members to vote on potential date change for the Annual Meeting.
  • Board discussed different potential venues: Meeting room at facility between Arrive Hotel and Draughtsman Restaurant (Old Pizza Hut), Escena Clubhouse. Sheila felt we should support businesses in our neighborhood: “We ask them for our support.” In turn, we should support them. In addition, convenient to hold Annual Meeting close by. O’Donnell is convenient and a beautiful setting.

ACTION ITEMS:

  • Sally to publish minutes from Aug 8th, 2019 Board Meeting on-line with Imagine IT group.
  • Mickey to create VLNOP Annual Budget.
  • Gustav to e-mail Glenn Cameron regarding VLNOP By-laws. Provide Glenn with 11/18/18 minutes, By-laws on hand and pertinent information about term limits.
  • Howard to text Mickey about GoFundMe vs VLPNO checking account for STAR checks.
  • Howard to send Glenn Cameron contact information to Gustav
  • Kermit to send out Calendar Invite to the Board along with a GoToMeeting invite for October Board Meeting.

 

Suggested annual dues contribution of $50 per household helps pay for website, mailings, printing, newsletter, supplies and our VLP neighborhood events.

Duration: 1 year
Price: $50.00