Board Meeting Minutes - Aug 13, 2020

Vista Las Palmas Neighborhood Organization Board Meeting
August 13, 2020  4:00pm
Virtual Call via MSTeams

Meeting Objective: VLPNO Board Updates 

The following board members/attendees were present: Scott Turner, Kevin Comer, Gustav Swanson, Kermit Ferrer, Sally Hightower Lippin, Rebecca May.

AGENDA

  • Review / Approve Minutes from July Board Meeting (07/09/20)- Board
  • Review Action Items from July Board Meeting- KFerrer
  • Treasury / Finance Report- KComer
    • July Report
    • Donations: 
      • Checks, Check Distribution, Neighbor Collections- KComer
      • Communication GSwanson/RMay
    • Other VLPNO funds projects: ie Blade Signs
  • Modernism Week 2021 - VLPNO Home Tour- Board
    • Identify Committee Members & Tour Captain
    • Update on search for homes (min. 8)
  • Neighborhood- KComer
    • COVID-19
    • Street Condition Update                                                                          
  • One PS / District 3 Update- SCobrin/KComer
  • VLPNO Annual General Membership Meeting Planning STurner
  • Communication Updates:- GSwanson
    • Email Addresses DB- KComer/RMay
    • VLPNO website
    • Next Door
    • Facebook- RMay
    • Other
  • Block Ambassador/Captain Initiative Next Steps- KFerrer
  • Other Board Member Updates     

    Review/Approve Minutes from July 9th meeting

    • Board reviewed and unanimously approved minutes from the July 9th, 2020 Board Meeting
    • Gustav to coordinate w/ Imagine-IT to publish July Board 2020 meeting minutes on-line

    RECAP / NOTES from July Meeting

    • COMPLETE: Gustav to make the following VLPNO website updates:
      • Publish minutes from June Board
    • OPEN: Kevin, Scott and Kermit to set-up co-signer’s on VLPNO bank accounts
    • COMPLETE: Kevin to reach out to Denise Goolsby for other CPA references in PS that are familiar with Neighborhood Organizations and tax filing requirements as a back-up
    • COMPLETE: Gustav to re-draft up VLPNO communication #2 to Thank neighbors who personally provided matching donations
    • OPEN: Board to continue search for MW2021 VLPNO Home Tour Captain
    • OPEN: Gustav to draft up communication calling out for Tour Committee members and Tour Homes to be emailed, posted on FB, NextDoor and VLPNO website
    • COMPLETE: Kevin to follow-up with City on Neighborhood Topics: Street Condition
    • OPEN: Board members – Block Ambassador assignees to begin outreach to neighbors
    • OPEN: Kermit to update Block Ambassador proposal
    • COMPLETE: Kermit to deposit membership donation $50 into VLPNO Chase account
    • COMPLETE: Kermit to scan new VLPNO Membership form and deposit and share with the Board
    • COMPLETE: Scott to write a welcome message to the new neighbors
    • COMPLETE: Kermit to send out Calendar Invite to the Board along with a MSTeams meeting invite for August 13th Board Meeting

    Treasurer’s Report

    • Kevin provided July Financials via email to the Board prior to the meeting
    • July reporting included
      • Account Reconciliation
      • Income Statement
      • Chase Bank Statement
    • Kevin went through the VLPNO account balances
    • Kevin heard back from Lyle Purcell at MMGCCPA.  Lyle reviewed MMGCCPA’s Vista Las Palmas files and confirmed that a California exemption application was not prepared or filed by their firm. Nor were any annual California tax returns prepared or filed.  His recollection is that after receiving the federal exemption letter and preparing the 11/30/16 federal form 990-N, he was informed that one of the board members was a CPA and that the VLPNO would handle future filings. Lyle said that at this time, based on the number of nonprofit clients MMGCCPA assists, they respectfully decline to engage in services for the Las Palmas Neighborhood Organization. 
    • Kevin said that he got a couple of references for CPA’s and that he would be reaching out to them.
    • We still need another two (2) signers: The Board agreed that this will be Scott Turner, VLPNO Board Chairperson & Kermit Ferrer, VLPNO Board Secretary. This will be set-up once regulations permit for us to go to the bank to complete the signature paperwork. 

      MW2021 – VLPNO Home Tour                                                                                                   

      • Kermit shared the calendar of events and submittals that we due to MW2021 committee.
      • Kermit informed the Board that our request to host a VLP Landscaping Home Tour was approved by MW2021 committee, noting that the ticket price will need to reflect the change in outdoor viewing only.  He shared that Modernism Week’s Modern Garden Tour is historically popular and that it will also be organizing a tour for 2021.  The tour price for the Modern Garden Tour is normally $75.00 and includes presentations, book signings mid- century and contemporary landscape architecture and design and at least 10 homes.   
      • MW2021’s vetting process will be conducted in the same manner as they do for the home interior tour’s curating.
      • The Board also discussed adding Vintage Cars to the VLPNO Exterior Home Tours.
      • Kermit reminded the Board that we still don’t have a Tour Organizing Committee, Tour Captain/Deputy nor Tour Homes
      • Board agreed to send out an email informing the VLPNO of our new home tour format: ‘Outdoor Living – Home Exteriors and Vintage Cars’ , a call out for home owners to requesting homes and volunteer VLPNO MW2021 Home Tour organizing committee members.
      • Gustav to draft up communication calling out for Tour Committee members and Tour Homes to be emailed, posted on FB, NextDoor and VLPNO website. Responses to be received no later than Friday, August 21st.
      • In addition to email, Board members to reach out their neighbors and friends to see if they’d be interested in participating in the committee and/or have their home on the tour.
      • The Board will reconvene on Monday, August 24th to review responses on neighbors who have come forward to be on the MW2021 VLP Home Tour committee as well as those who have signed up to have their homes on the tour

        One-PS – District 3

        • Kevin reported that there was no District 3 July meeting
        • Kevin also indicated that One-PS meetings are scheduled to resume in mid-September in virtual format 

          VLPNO Annual General Membership Meeting Planning

          • The Annual General Membership Meeting regularly takes place the Sunday before Thanksgiving
          • This year that would be Sunday, November 22nd,2 020
          • Kermit reminded that per By-Laws AGMM invite must go out at least 30 days prior to the meeting. Invite should go out mid-October. Board needs to start meeting planning.
          • Considering current C-19 environment, we have two options:
            • Plan A: Hosting the event at the O'Donnell Club as we've customarily done.
            • Plan B:  Zoom/webinar option for our Annual Meeting is a good idea. 
          • We should pursue both options so that we may properly make the wise decision and plan accordingly
          • For Plan B: It appears that current option is to use Kermit’s Teams meeting. Kermit is going to investigate capacity.  Kermit also recommended that we do a test run prior to making a decision.
          • Sally to reach out to the O'Donnell Club and inquire about the Club’s operating conditions. If they’re planning to open, Sally to request reservation for our usual time slot for the Sunday before Thanksgiving = Sunday, November 22nd,2020 as well as quotes for costs:  venue & catering, deposit, payment terms, cancellation conditions, etc.

          Neighborhood                          

          • Kevin to follow-up with Joel Montalvo, MPA, PE Asst Director of Engineering City of PS.

          Communication

          • Rebecca, Gustav and Scott to work on updating Excel database to maintain a list of neighbors who are VLPNO members by address as well as those who have paid dues
          • Kevin to research whether this information: Addresses and Paid Dues can be maintained in Quickbooks

            Block Ambassador/Captain Initiative

            • Kermit to update proposal and present to the Board

             Other Update

            • Kevin proposed the possibility of having an Annual Fund Raiser much like other organizations in our community.
            • Kermit mentioned that most neighbors asked to donate to the Food Bank asked if their donation was tax deductible. Kevin said yes. Kermit suggested that this Fund Raiser could be the focus of our Annual meeting. We could showcase the 2020 donations.  Last year’s main topic was new By-Laws. 



              ACTION ITEMS:

              • Gustav to publish minutes from August Board meeting
              • Kevin, Scott and Kermit to set-up co-signer’s on VLPNO bank accounts
              • Kevin to reach out to CPA references to assist with exemption and filing
              • Board to continue search for MW2021 VLPNO Home Tour committee members and homes
              • Gustav to draft up communication calling out for Tour Committee members and Tour Homes with new format: Gardens, Outdoor Living and Vintage Cars to be emailed, posted on FB, NextDoor and VLPNO website
              • Board to meet again on Monday, August 24th to discuss status of MW2021 VLPNO Home Tour
              • Kermit to send out Calendar Invito to the Board along with a MSTeams meeting invite for August 24th VLPNO Home Tour Update
              • Sally to reach out to the O'Donnell Club and inquire about the Club’s operating conditions, reservation for VLPNO AGMM for our usual time slot for the Sunday before Thanksgiving = Sunday, November 22nd,2020 as well as quotes for costs:  venue & catering, deposit, payment terms, cancellation conditions, etc.
              • Kevin to follow-up with City on Neighborhood Topics: Street Condition
              • Rebecca, Gustav and Scott to work on updating Excel database to maintain a list of neighbors who are VLPNO members by address as well as those who have paid dues
              • Kevin to research whether this information: Addresses and Paid Dues can be maintained in Quickbooks
              • Kermit to update Block Ambassador proposal
              • Kermit to provide map with streets in our neighborhood that have blade signs and propose where new ones might be added 
              • Kermit to send out Calendar Invite to the Board along with a MSTeams meeting invite for September 10th 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