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ROYAL CANYON PROPERTY OWNERS ASSOCIATION

REGULAR BOARD OF DIRECTORS MEETING MINUTES

MONDAY, JULY 9, 2012

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  1. Call to Order

    President Leanne Reynolds called to order the regular meeting of the RCPOA Board of Directors at 7:06 PM on Monday, July 9th, 2012 at the home of Director Stephanie Schus.

  2. Roll Call

    Secretary Zareh Amirian conducted roll call.

    The following Directors were present:
    Zareh Amirian, Jim Eddy, Lyn Foster, Nick Friesen, Armine Hacopian, Bruce Hinckley, Richard Lee, Mike Myers, Leanne Reynolds, Stephanie Schus, Bea Wojtlya, John Wolff, Todd Yvega.
    Absent Directors:
    None.
  3. Approval of Minutes From the Previous Meeting

    Mike Myers moved to approve the minutes of the May 14th board meeting as submitted.  Nick Friesen seconded.  Approved by unanimous consent (Zareh Amirian, Bruce Hinckley and Stephanie Schus abstained.)

  4. Open Issues
    1. Treasurer’s Report

      Treasurer Richard Lee submitted the Treasurer’s Report and revised budget.  After recent expenses were deducted (and considering accounts receivable of $1,040.00), the RCPOA’s total assets are $18,370.08.  Richard said that there are currently 190 member households.  That number includes 9 past RCPOA Presidents, 1 other Life member and 28 members who had prepaid 2012 membership dues in prior years.  Richard said that at this time last year there were 180 member households.  Nick Friesen asked how the number of Past Presidents had increased by three (3) in the past year.  Richard explained that the number included two past presidents and one Life member who were not included last year for various reasons.

      Treasurer Lee then discussed the Eighth Annual Summer Picnic.  The net loss on the event was $260.81.  John Wolff thanked President Leanne Reynolds for generously sponsoring the Summer Picnic for the 7th consecutive year.  Stephanie Schus requested that Richard send the board the total number of households who joined or renewed at the picnic, which he agreed to do.

      Treasurer Lee then updated the board on the current state of the RCPOA 2012 Budget.  Nick Friesen made a motion to accept the Treasurer’s Report as amended.  Armine Hacopian seconded the motion.  The motion carried unanimously.

    2. Membership Committee Report

      Membership Committee Chair Mike Myers made the Membership Committee Report.  Mike stated he had no preference on how membership increases are generated, but only that it continues to increase.  Mike urged that we all continue to ask non-member homeowners to join the RCPOA at various events in the future (including National Night Out).  Mike said he will mail a “Dues are Due” letter at the end of the year.

      Bea Wojtlya asked which of the non-members who received a letter from the “On the Street Where You Live” campaign actually joined.  Todd Yvega said he is planning to compile that information to assess the campaign’s effectiveness once he receives the next cash receipts spreadsheet from Richard Lee, and will provide it to the board with the next resident roster distribution.  Mike Myers requested that President Reynolds send an e-mail blast prior to the National Night Out, which she had planned to do to generate participation and to continue to reinforce RCPOA’s activities to strengthen our neighborhood.

    3. Summer Picnic Report

      Bea Wojtyla, as Chair of the Picnic Committee, made the Summer Picnic Report.  Bea suggested that the jumper be eliminated as there was an issue with non-RCPOA persons allowing their children to use the jumper.  Armine Hacopian stated she received a phone call from a non-member regarding the manner in which the issue was handled at the event.  John Wolff suggested that the elimination of the jumper will be more cost effective and mitigate any liability issues.

      Bruce Hinckley suggested that we consider 3 things for next year’s picnic:
        (1) Holding it at Nibley Park (which, unlike the current venue Verdugo Park, is within RCPOA boundaries);
        (2) Asking Mori ahead of time about donating food;
        (3) Charging members a minimum of $5.00.
      John Wolff and Mike Myers pointed out that parking is rather limited at Nibley Park and Leanne Reynolds noted the lack of tables and chairs, which may also be an issue.  Leanne suggested these ideas could be reviewed by next year’s picnic committee.

      Armine Hacopian then questioned whether the appearance of Greg Krikorian (and candidates for political office in general) was proper, given that RCPOA does not endorse any candidate running for office.  It was agreed that it is important the organization does not appear to make such an endorsement.  Todd was requested to delete the photo of Greg from the picnic slide show on our website.

    4. National Night Out Report

      Bruce Hinckley made the National Night Out Report.  This year National Night Out will occur on Tuesday, August 7th.  The next meeting for NNO planning will be at 7:00 PM on Wednesday, July 11th at the home of Director Hinckley.  All Board members are invited.  Bruce said that because the NNO is a national event, the Glendale Police Department may provide the posters and fliers.  There will also be two food trucks present at different locations within the boundaries of the RCPOA.  Lyn Foster showed several options she had created for banners, signs and fliers to advertise the event.  Stephanie Schus suggested we look at the very successful NNO events held by the Adams Hill Neighborhood Association for ideas to make our event equally successful.  Leanne Reynolds mentioned that the Rossmoyne HOA books Nibley Park for the event and gets up to 300 participants.  The idea of teaming up with Rossmoyne for a NNO event elicited the reminder that the primary goal of NNO was to get residents to better know their neighbors, as this helps create a safer neighborhood.

    5. Summer Social Report

      President Leanne Reynolds gave the Summer Social Report.  Leanne stated that she toured Dr. Gary Gilbert’s house at 1556 Royal Boulevard for the event on September 22nd, and found the house to be beautiful and more than adequate for the Summer Social.  Leanne also said that Cheryl Frees-Yvega will speak with the caterer regarding preparation for the event and the types of food and dessert that will be served.  Stephanie Schus suggested that we should repeat what we did last year with pricing (differentiating pricing for members and non-members) to entice non-members to join at the Summer Social.  She posited that last year’s event generated more new/renewing members than ever before.

      Bruce Hinckley made a motion that the board authorize the Social Committee to determine the pricing of the Summer Social with the goal of breaking even on cost.  Nick Friesen seconded.  The motion passed with unanimous consent.  Drink prices will also be determined to minimally cover costs, something we had intended to do last year, but didn’t successfully implement.  Bruce Hinckley suggested that the board consider not scheduling next year’s Summer Social in conflict with a large sporting event to avoid inhibiting attendance.

    6. Newsletter Report

      Lyn Foster gave the Newsletter Report.  Lyn mentioned prior discussion regarding potentially mailing the newsletter only to paid members (excluding the first issue of the year) in order to create a value-added benefit for members versus non-members.  Mike Myers stated that the newsletter is the primary way in which information regarding RCPOA events is disseminated to members and non-members alike.  Bruce Hinckley suggested an approach whereby non-members receive only a postcard describing upcoming events and encouraging them to become members to receive the newsletter.

      Lyn Foster also discussed articles for the upcoming newsletter.  The article deadline will be August 20th and the newsletter will be published the middle of the last week of August.  Leanne agreed to shorten her President’s letter to allow more space for photos, promotion of RCPOA events and neighborhood-relevant articles.

    7. Web Site Report

      Webmaster Todd Yvega made his report.  Todd recalled that Police Chief DePompa, during his presentation at the Annual Member Brunch and Business Meeting in February, told us that some neighborhoods have utilized social media (such as Facebook or Twitter) to form virtual neighborhood watch groups.  Noting that Social Media applications are much more suited than a Web site for propagating up-to-the-minute news and for interactive communication, Todd proposed that he would investigate and open an account for the RCPOA’s neighborhood watch groups to use.  Similarly, Todd pointed out that many of the RCPOA’s internet-related needs are now available as free services and thus there is no need for us to implement them.  As an example he suggested that anyone could provide a link to externally hosted content such as a slideshow or photo gallery on Instagram, Flickr, Picasa, etc., or an Interest Group blog on blogspot.com.

      Todd then demonstrated how a printed QR code can be scanned with a smartphone thereby automatically loading the RCPOA Online Store Web page on the smartphone’s browser.  He urged that we begin including QR codes on all mailings, newsletters, signs, banners and other printed material.  John Wolff complimented Todd on the suggestions made in his report, a copy of which is attached and he suggested starting a Web-hosted repository of information detailing operations, procedures, policies, etc., for use by the Board.  This led to a discussion regarding Todd’s agenda item to install MediaWiki on the RCPOA’s Web server to use for this purpose.

      Todd suggested that we include in the newsletter a request for volunteers having appropriate technological skills.  Leanne Reynolds asked Todd to revise the home page of the site to feature the National Night Out.  Lyn Foster said she would provide Todd with information and graphics to do this.  Some discussion also took place regarding seasonal skins for the Web site.

    8. Interest Groups Update

      Stephanie Schus made the Interest Groups Update.  Stephanie said that the interest groups are progressing nicely, with the exception that there has not been sufficient interest for the Film Discussion group to form.  Todd will remove it from the Web site.  She reported Greg Grammer will be setting up an organizing meeting for the Historical Issues Group, which had generated considerable interest when initially offered.  Bea Wojtyla asked if all the participants were RCPOA members.  Stephanie said that she regularly reviews the groups’ participants to determine their membership status and when she finds a rare participant who isn’t a member, encourages them to join.

      Stephanie asked the Board to consider sponsoring "single-topic" programs (e.g., Traffic Issues, Energy and/or Water Conservation) in the future—perhaps between our major events.  She noted these were well received in the neighborhood association where she had previously lived.  These should not cost RCPOA any money, so an appropriate venue would need to be found.  Mike Myers said he believes the formation of all these interest groups has increased participation and serves as a great way for neighbors to meet each other.

  5. New Business
    1. Leanne Reynolds said she would follow-up on Constant Contact for E-mail blasts, as her recent schedule hasn’t allowed her to do this to date.

    2. Leanne Reynolds suggested that the RCPOA purchase a dedicated public address system for events so as to eliminate future rental costs.  The Board has already approved such a purchase.

    3. Leanne Reynolds conveyed some suggestions she has received from residents regarding potential services that the RCPOA can provide (e.g., signage; private security patrol).  The interested residents will be contacted for further discussion.

    4. The next meeting will take place on October 8th, 2012 at the home of Director Bruce Hinckley (1420 Greenbriar Road) at 7:00 PM.

  6. Adjournment

    President Leanne Reynolds adjourned the meeting at 9:16 PM.


Minutes submitted by:  Zareh Amirian, Secretary


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