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ROYAL CANYON PROPERTY OWNERS ASSOCIATION

REGULAR BOARD OF DIRECTORS MEETING MINUTES

MONDAY, DECEMBER 10, 2012

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Table of Contents

  1. Call to Order
  2. Roll Call
  3. Approval of Minutes From The Previous Meeting
  4. Open Issues
    1. Neighborhood Traffic Calming
    2. Annual Meeting 2013 Planning
    3. Nominating Committee Report
    4. Membership Committee Report
    5. Treasurer’s Report
    6. Neighborhood Yard Sale Report
    7. Newsletter Report
    8. Nextdoor.com
    9. Web Site Report
    10. Interest Groups Report
  5. New Business
    1. Constant Contact – Email Blast Service
    2. 2013 Organizational Board Meeting
    3. Recognition of Bea Wojtyla
    4. Board Appreciation Dinner
  6. Adjournment

  1. Call to Order

    Leanne Reynolds called the regularly scheduled meeting of the Royal Canyon Property Owners Association (RCPOA) to order at 7:05 PM at the home of Board member Todd Yvega.

  2. Roll Call

    The role call was taken and all Board Members were present except Armine Hacopian, Zareh Amirian and Mike Myers.  In addition, Leanne Reynolds introduced two guests (non-Board members) that she had invited, Lorena Parker and Cheryl Frees.

    Leanne Reynolds indicated a quorum was present and business of the Association could be conducted.  Minutes of the meeting were taken by the Assistant Secretary, Bruce Hinckley, because of the absence of the Secretary, Zareh Amirian.  Leanne Reynolds asked if all had a copy of the meeting agenda that had been previously emailed to all Directors.  All Board Members present indicated they had the agenda.

  3. Approval of Minutes From the Previous Meeting

    Leanne Reynolds asked for the approval of the minutes of the meeting held on October 8, 2012.  A discussion then followed as to the action items included in the October minutes that were not on the agenda for this meeting.  Leanne Reynolds then requested that the following items be tabled to the next regularly scheduled meeting of the Board:

    1. Posting of minutes for the Executive Committee and Board on the RCPOA web site. (Item III of 10-8-12 minutes)
    2. Possibility of a name change for the Association. (Item V 2. of 10-8-12 minutes)

    The Board meeting minutes of October 8, 2012 were then unanimously approved with the acknowledgement of the tabled action items.

  4. Open Issues
    1. Neighborhood Traffic Calming

      Leanne Reynolds introduced Lorena Parker and indicated Lorena was working with Elaine Wilkerson about traffic issues in our area - primarily cars speeding on Royal Blvd. and Greenbriar Rd.  Concern about pedestrian safety was also raised.  The issue of speed bumps was discussed with a general consensus these should not be added in the streets of our neighborhood.  A long discussion was conducted about pedestrian cross walk signage, traffic circles to reduce vehicle speed and the possibility of conducting a resident survey about traffic issues.  Lynn Foster made the motion, seconded by Richard Lee that:

      Lorena Parker, Elaine Wilkerson and Leanne Reynolds explore various traffic issues in the RCPOA area, including city procedures and the appropriate point people, and report back to the Board at the March 2013 meeting.

      The motion was unanimously approved with one abstention.  Lorena Parker left the meeting.

    2. Annual Meeting 2013 Planning

      Social Committee Chair Cheryl Frees announced that the Annual Meeting is scheduled for Saturday, February 2, 2012 at 10:30 am at Oakmont Country Club.  There was then a discussion about whether City Council candidates participating in the candidates forum should be comped the fee for breakfast.  After lengthy discussion, the following motion was made by Bruce Hinckley and seconded by Lynn Foster:

      No persons attending the RCPOA annual meeting shall be comped except the moderator, Joe Russin.

      The motion passed 8 for and 2 against.

      A motion was then made by John Wolff and seconded by Bruce Hinckley that:

      The charge to attend the annual meeting would be $35.

      A discussion followed and Cheryl Frees indicated that Oakmont Country Club was charging RCPOA $29 (including valet parking) for the event.  The motion failed with a vote of 1 for and 10 nays.

      The following motion was made by Jim Eddy and seconded by Bea Wojtyla:

      The charge to attend the annual meeting would be $30.

      The motion passed with 10 for and 1 nay.

      Cheryl then changed the subject to the Summer Picnic, saying she was more concerned about it than the Annual Meeting since Bea, who will be leaving the board, has organized the Picnic in the past.  The Board anticipates the event being organized by two co-chairs with a lot of support/input from Cheryl.  It was agreed that the Parents Group should be more involved than previously, especially since we won’t be having a “Moon Bounce” again.  We will get a list of available dates from the city for scheduling this event.  Cheryl Frees left the meeting.

    3. Nominating Committee Report

      Because of a death in the family, Mike Myers scheduled to make this report was not at the meeting.  Leanne Reynolds indicated the nominating committee consists of past presidents and 2 volunteer Board members.  The volunteer members have not been selected and after some discussion the following motion was made by Bruce Hinckley and seconded by Lynn Foster:

      The RCPOA President, Leanne Reynolds, is authorized to appoint the required number of volunteers to the Nominating Committee.

      The motion was unanimously approved

    4. Membership Committee Report

      The logistics of soliciting and billing of members for 2013 was discussed at length.  This included email blasts, notices in the newsletter as well as a mailing with a return envelope.  For the mailing, Todd Yvega suggested including a QR code on the letter and offered assistance in using Microsoft Word’s Mail Merge feature to print a personalized letter for each recipient.

      Stephanie Schus then presented an analysis and a report of the pros and cons of increasing the dues for 2013 from $20 to $25.  Richard Lee, Treasurer, did a presentation of fees charged by other neighborhood associations as well as a history of our fees for decades.  Extensive discussion followed.  The following motion was then made by Bruce Hinckley and seconded by Jim Eddy:

      The RCPOA fee for 2013 shall be $20 per household.

      The motion passed with 10 for and 1 nay.

    5. Treasurer’s Report

      Richard Lee, RCPOA Treasurer, presented financial report for the period from October 8, 2012 to December 10, 2012.  The cash summary at December 10, 2012 was $17,263.68.  A proposed budget for 2013 was included in his report, along with several suggestions how to reduce costs and raise additional revenue.  After discussion it was agreed that several changes needed to be made to the budget.  It was agreed Richard would make the revisions and re-submit the revised 2013 Budget at the March meeting for approval.

    6. Neighborhood Yard Sale Report

      Stephanie Schus and Leanne Reynolds provided a summary of the RCPOA yard sale held in October.  Overall comments by the 25 households that completed the survey conducted by Stephanie indicated the event was was successful although there were a few mixed/negative comments.  A list of suggestion for this type of an event in the future years has been made.  Thanks were given to Dan Cabrera for his leadership for the second year in making this happen.  It was agreed next year’s Board would decide if it is done again in 2013 based on the level of resident response re: participation.

    7. Newsletter Report

      Lyn Foster reported on the last newsletter and summarized key articles that would be in the next issue.  She noted a way to reduce some of the cost would be to ask people with email addresses to “opt in” to receive this publication electronically.  The decision if the newsletter should be sent only to members or all residents in our area will be discussed at the March meeting.  Generally everyone felt the newsletter is being well received and thanks were given to Lyn for her work on it.

    8. Nextdoor.com

      The neighborhood watch groups have not yet created “groups” on Nextdoor.com for propagating crime/safety alerts.

    9. Web Site Report

      Three action items have been completed:

      1. The list of email addresses Leanne has used in the past for blast emails has been merged into the RCPOA’s database and the derived “master residents spreadsheet” which has been forwarded to Board members.
      2. Lyn Foster provided artwork for six seasonal skins corresponding to various “holidays”.  The script that builds the web pages on demand automatically selects the appropriate skin based on the date.
      3. The “Manage Invoices” administrative page has been implemented and the Treasurer has been trained in its use.  This tool enables the Treasurer to view in detail items purchased on the online store and to mark pending invoices as confirmed or canceled.
    10. Interest Groups Report

      Stephanie Schus gave un update of the activities of the various interests groups, noting a second Cooking Group has been organized, as well as the Historic Issues Group.  Leanne said she’d like to organize a Dog Owners Group.  These interest groups have been well received and likely contributed to increasing RCPOA membership from non-member group participants.

  5. New Business
    1. Constant Contact – Email Blast Service

      Leanne Reynolds reported she obtained a fee quote from Constant Contact for $252 per year.  This vendor provides email blasts and has extensive flexibility as how it is used.  This would be unlimited usage for a year and can be used for distributing our newsletter and help with surveys.  Although the Board approved engaging a vendor like this in the past, it had not yet been done.  The following motion was made by Lynn Foster and seconded by Stephanie Schus:

      We approve the expenditure of $252 to engage Constant Contact for one year.

      The motion was unanimously approved.

    2. 2013 Organizational Board Meeting

      An organizational meeting of the new Board has been scheduled for March 11, 2013 that would include planning for next year.  Bruce Hinckley agreed to see if we could utilize the Glendale Community room on California Street to hold such a meeting.

    3. Recognition of Bea Wojtyla

      Leanne Reynolds recognized Bea Wojtyla for her many years of service to the RCPOA and the Board thanked her for her dedicated and long-time service.

    4. Board Appreciation Dinner

      It was agreed the “Board appreciation dinner” would be at Mori’s Teppan Grill on Monday December 17, 2012 and all Board members with spouses/friends are invited.

  6. Adjournment

    President Reynolds adjourned the meeting at 10:05 PM.


Respectfully submitted,

Bruce Hinckley, Assistant Secretary  (ed. SS, TY)


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