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ROYAL CANYON PROPERTY OWNERS ASSOCIATION

REGULAR BOARD OF DIRECTORS MEETING MINUTES

MONDAY, MAY 14, 2012

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  1. Call to Order

    President Leanne Reynolds called the meeting to order at 7:02 PM on Monday, May 14th, 2012 at the home of Director John Wolff.

  2. Roll Call

    In the absence of Secretary Zareh Amirian, Mike Myers volunteered to take minutes for the meeting and conduct the roll call.

    The following Directors were present:
    Jim Eddy, Lyn Foster, Nick Friesen, Richard Lee, Mike Myers, Leanne Reynolds, Bea Wojtlya, John Wolff, Todd Yvega.
    Absent Directors:
    Zareh Amirian, Armine Hacopian, Bruce Hinckley, Stephanie Schus.
  3. Approval of Minutes From Previous Meetings

    The minutes of the two previous Board meetings had been distributed by email prior to this meeting, and several comments, clarifications and corrections had been received, but the minutes were not as yet approved.  Mike Myers moved that in the future, final approved minutes of Board meetings would be archived on the RCPOA Web site.  Nick Friesen seconded the motion.  It was unanimously approved.

    The meeting then turned to approval of the minutes of the two previous Board meetings.  Some corrections were still coming in to Webmaster Todd Yvega and President Leanne Reynolds.  Mike Myers moved that the minutes of the meetings of December 29, 2011 and March 19, 2012 be approved with the corrections submitted, and that Webmaster Yvega post both sets of minutes on the Web site.  Nick Friesen seconded the motion.  It was unanimously approved.

  4. Open Issues
    1. Treasurer’s Report

      Treasurer Richard Lee submitted the Treasurer’s Report and revised budget.  After recent expenses were deducted, our bank balance is $18,430.17.  Richard said that there are currently 173 member households.  That number includes 9 past RCPOA Presidents, 1 other Life member and some members who had prepaid membership dues in prior years.  Richard said that at this time last year there were 149 member households.

      Treasurer Lee then discussed several items that RCPOA had received from public agencies, including notice of a January Design Review Board Hearing on an addition to a home at 1528 Moreno Drive, a notice from the US Postal Service about changes in mailing permit procedures, and a notice from the Glendale Historical Society about procedures for registering historic landmarks.  Nick Friesen made a motion to accept the Treasurer’s Report.  Mike Myers seconded the motion.  The motion carried unanimously.

    2. Membership Committee Report

      Mike Myers made the Membership Committee Report.  The “On The Street Where You Live” recruiting campaign is underway.  All of the Directors have received packets of addresses and households to contact in person or by letter about two weeks ago.  Approximately 140 households will be contacted as part of the campaign.  More than half of the Directors present at the meeting had already mailed all of their letters.  It’s early yet but we’ve already received dues from two new members.  We had 1,000 each of two sizes of RCPOA envelopes printed for the campaign.  There are 850 envelopes left over which will be used at year end for the membership dues renewal letters and nonmember recruiting campaign mailings.

      Mike Myers suggested the use of email blasts to both members and nonmembers prior to various RCPOA events as news and recruiting tool.  Mike Myers moved that Leanne Reynolds contact a local commercial email blast service to determine the cost of such work, and report those cost figures to the Board via email in the immediate future.  Nick Friesen seconded the motion.  Motion passed unanimously.

      Leanne Reynolds mentioned a previous discussion about the possibility of making an announcement in the newsletter that henceforth benefits of membership in the association (such as receiving the newsletter) would be restricted to members.  In light of the absence of four Directors from the meeting, Reynolds announced she would table the discussion of the proposal until a later meeting.

    3. Web Site Report

      Webmaster Todd Yvega made his report.  He has done a good deal of work on the Web site relating to the use of PayPal for payment for social events and membership dues.  He has implemented an “online store” on the Web site where a new or renewing member can fill out an electronic form with name, address and other details, and then pay by credit card through PayPal.  If desired the new member can instead print out the form and mail it to RCPOA with a check.  In this latter case, since the form will be printed instead of handwritten, we can avoid inaccuracies in names, addresses and contact information often caused by retyping information read from a handwritten form.  The submitted data will be stored in the Web site’s database where it can be transferred to the membership records once the transaction is confirmed, regardless of whether the payment was made by check or by credit card.

      Currently PayPal will charge $0.88 to receive a $20.00 dues payment ($0.30 per transaction plus 2.9% of the total.).  If the RCPOA’s nonprofit organization status is recognized by PayPal this will change to $0.74 ($0.30 per transaction plus 2.2% of the total.).  There was some discussion of charging a dollar extra to use PayPal but no motion was made.  Todd explained that due to the per-transaction charge he centralized all purchasable items on the “online store” page to encourage multiple items being purchased in one transaction rather than separate transactions.

      Mike Myers made a motion that Treasurer Richard Lee and Webmaster Todd Yvega work together to link the RCPOA bank account to the RCPOA PayPal account so we would have the benefit of being designated as “Verified” on PayPal’s site.  Lyn Foster seconded the motion.  It passed unanimously.

      Webmaster Todd Yvega then discussed his plans for further improvements to the Web site.  He indicated that there is a good deal of work yet to do.  Directors offered several suggestions for clarifying and improving our Web site.

      Nick Friesen moved that RCPOA post items of community interest on our Web site, with the decision to post or not to post left to the discretion of the Webmaster and President.  Request for such postings could be made by any Director or by the community organization itself.  Lyn Foster seconded the motion.  It passed unanimously.

    4. Picnic Planning and Assignments

      Bea Wojtlya gave the Picnic Committee Report.  She has been receiving help from Gina Vadurro Seifert of the Parents Group, and Tina Parsegian.  Food costs for the picnic will be up by $1.00 this year to a total of $8.50 (plus tax) per person served.  Bea will donate prize packages for the children.  Each Director agreed to donate coupons or similar items for door prizes with a cumulative value of approximately $20.00 – as we have done in the past.

      Bea had had 12 picnic signs printed, and purchased a small bullhorn for use at the picnic.

      The following picnic-related assignments were made:

      Todd Yvega and Mike Myers

      Put up street signs and banners at least two weeks prior to the picnic.

      Richard Lee

      Bring a current membership roster and a receipt book to the picnic for collecting membership dues.

      Lyn Foster

      Bring blank named badges.

      Mike Myers

      Bring membership applications.

      Leanne Reynolds

      Bring the interest group folders.

    5. Event Calendar Review

      Leanne Reynolds presented a revised RCPOA event calendar for the rest of the year.  There were some additional revisions proposed.  Leanne will make the revisions and will email the revised calendar to the board by the end of the week.

  5. New Business
    1. “Late in the Year” Membership

      There was one item of New Business.  Mike Myers moved that we charge new members who sign up at the Summer Social $25.00 for their initial membership (instead of $20.00).  This $25.00 dues payment would cover the remainder of 2012 and all of 2013.  Nick Friesen seconded the motion.

      Myers pointed out that this was consistent with the Verdugo Woodlands Homeowners Association practice with late year new members.  The $25.00 fee also is a reasonable proration of our annual dues since the new member would actually get 15+ months of membership for his or her $25.00.  Webmaster Yvega pointed out that he had already implemented this proposal on the RCPOA Web site’s online store as a “Late in the Year” membership available September 1st through the end of each year.  After some discussion, the motion carried unanimously.

  6. Adjournment

    President Leanne Reynolds adjourned the meeting at 9:04 PM.


Minutes submitted by:  Mike Myers as Acting Secretary


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