Board Meeting Minutes - August, 2023

MINUTES OF AUGUST MEETING OF BOARD OF DIRECTORS OF

 VISTA LAS PALMAS NEIGHBORS FOUNDATION

and

VISTA LAS PALMAS NEIGHBORHOOD ORGANIZATION

____________________________________________________________________________________________________________           The Directors named in the Articles of Incorporation of the above named corporations, constituting the Board of Directors of said corporation, unanimously adopt the following resolutions at the August meeting of Directors at the time, on the day and at the place set forth as follows:

          TIME:              4:00 – 5 :30PM

          DATE:              August 10th, 2023

          PLACE:            Microsoft Teams meeting: Meeting ID:  288 309 852 999 Passcode: NDv99Z

 There following meeting attendance record for each corporation's directors:

VLPNO-PRESENT: GUSTAV SWANSON, BYRON HANCOCK, STEVE KING and STEVE ORR.

VLPNF-ABSENT:  PATSY MARINO

VLPNF-PRESENT:  KERMIT FERRER, JOE VASSALLO, KEVIN COMER, BYRON HANCOCK

VLPNO-ABSENT:  PATSY MARINO, VINCE TAVANI

A Quorum was declared for both VLPNF and VLPNO Board meeting sessions. 

 

  AGENDA 

  • July BOD Meeting Minutes Approval and Follow-Up (Meeting Minutes attached)

  • SGMM DATE:  

    • Our meeting is scheduled for Saturday, August 26th @ 10am PST.

  • SGMM RSVP:  

    • 20 received to date out of 91 members (When scheduled for the 12th we only had 14 RSVP’s)

    • Min 18 required (20% to meet quorum) 

    • Need to keep reaching out to neighbors to RSVP – we’re 2 ½ weeks from the call

  • Presentation:

    • Please review agenda and designated presenter to see section you will be presenting

    • Patsy – You’ll need to cover slide 15 as you’re the present Chair of the VLPNO

    • Steve – I sent you an email with suggested key topics for your slide presentation

  • Modernism Week: 

    • We now have our 6 houses for the tour with potential for 1 more to discuss.

    • 4 of the 6 have been curated and approved by MW committee

    • Curation must be completed by 08/30

  • Membership Committee Update

  • Endowment Committee Update

  • Sponsorship Committee Update

  • Treasury and Accounting Firm Update

JULY BOD MEETING MINUTES

The BOD reviewed and unanimously approved the July BOD meeting minutes.  Kermit to post these when he meets with Christy to update the website.

SGMM (Special General Membership Meeting) UPDATE

  • The BOD agreed to reschedule the SGMM from Saturday, August 12th to Saturday, August 26th as this still falls within the membership notification requirements.

  • Current RSVP at @ 22%.  Need 20% attendance to make SGMM quorum.  The BOD was encouraged to reach out to neighbors to personally invite them to attend the SGMM.

  • The BOD went through the presentation for content and presenters.

  • SGMM Agenda as follows:

    • Introduction of new Board Members

    • Modernism Week 2024

      • Final List of Homes & Schedule

      • Call for volunteers for Committees

      • Brochure

      • Photography

      • Docents

      • Sponsorship Program

    • Endowment Committee & Charities 2024

    • VLPNF Update

    • New VLPNO By-Laws

      • Vote on added Dissolution Language

    • New AGMM Format and Dates

    • Social Calendar

 MODERNISM WEEK

 Kermit announced that we have all 6 houses for the tour.  Joe had also presented a potential 7th house.  The BOD agreed that this 7th house should be maintained as a back-up.  Joe to reach out to owners to inquire about their willingness to hold as an alternate.

VLPNF MISSION STATEMENT

The BOD updated and unanimously approved the VLPNF Mission Statement as follows:

 The mission of the Vista Las Palmas Neighbors Foundation is to preserve, protect and promote the quality of life for our neighborhood, our city, and our state through communication and improvement projects, as well as social and charitable endeavors.

VLPNF WEBSITE

Kermit stated that he had a kick-off meeting with Christy McMillian to talk about the new VLPNF website that would be a new website duplicating the existing VLPNO website but with the new VLPNF white on black silhouette.  It was quickly reviewed by the BOD.  The BOD agreed that they liked the current colorful VLP logo not tied to any organization.  Kermit proposed then to keep the current website and if and when the VLPNO was to be dissolved, just make the corresponding edits on the existing VLPNO website.

TREASURY

  • No Treasury Report for July.

  • With the exit of Christie McMillian from the neighborhood and hence from the VLPNO/VLPNF Board, Kevin Comer agreed to assume temporary Treasury responsibilities.

  • Kevin Comer and Kermit Ferrer held meeting with Kevin Bautier of Bean Counter accounting in PS.  They received and approved proposal to contract Bean Counter to provide accounting and bookkeeping services. 

  • Kevin Comer to follow-up to get them started with VLPNO & VLPNF bookkeeping and tax services to include FTB and IRS filings, letters to donors. Kevin mentioned that we will give them access to Quickbooks but not give them access to bank account.

MEMBERSHIPS

  • Joe and Byron are heading the membership drive committee. 

  • Byron reported meeting with Peter East and Byron, Joe and Kermit.  Peter East manager the Old Las Palmas and El Mirador membership database, new and renewal membership mailings, etc.  He proposed a fee of $25/hour

  • BOD agreed to use the services of Peter East. 

  • Peter East will help the membership committee set up an ACCESS or similar database that will make it much easier to maintain and track memberships, addresses, etc for the VLP.  He will also help in drafting communication tools to be sent out to neighbors to ask them to join and/or renew memberships.

  • This must be done expeditiously to help us begin Membership Drive in October for 2024 memberships.

ENDOWMENT COMMITTEE

  • Joe is heading the Endowment Committee.  Joe announced that three neighbors have joined the Endowment Committee:  Don Zuidema, Andrew Nance and Jim Maloney.

  • They will begin to evaluate and assess proposed charities for 2024 donations.

  • Suggested charities:

    • Palm Springs Animal Shelter

    • Palm Springs Police Officers Association

    • Palm Springs Unified School District Arts Program

    • The Food Bank @ The Center

    • Martha’s Village

 SOCIAL

 BOD agreed to host Summer Social on Tuesday, September 5th.  Kermit to search for venue.  Suggestions:  Il Corso or Sammy G’s Tuscan Grill accounting for the heat.

 ADJOURNMENT

             There being no further business to come before the meeting, upon motion duly made, seconded and unanimously carried, the meeting was adjourned.