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ROYAL CANYON PROPERTY OWNERS ASSOCIATION

REGULAR BOARD OF DIRECTORS MEETING MINUTES

MONDAY, MARCH 11, 2013

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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. Introduction of New Officers and New Board Members
    2. Review and Discussion of 2013 Calendar of Events
      1. Board Meetings
      2. Neighborhood Traffic Calming
      3. Picnic
      4. Summer Social
      5. National Night Out
      6. Neighborhood Yard/Garage Sale
      7. 2014 Annual Meeting
    3. Nominating Committee Report
    4. Treasurer’s Report
    5. Membership Committee Report
    6. Newsletter Report
    7. Constant Contact / Web Site Report
    8. Interest Groups Report
  5. New Business
  6. Adjournment

  1. Call to Order

    President Leanne Reynolds called to order the regular meeting of the RCPOA Board of Directors at 6:06 PM on Monday, March 11 in the meeting room at the Montrose-Crescenta Branch Library, 2465 Honolulu Avenue.

  2. Roll Call
    Directors present
    Lyn Foster, Cheryl Frees-Yvega, Armine Hacopian, Bruce Hinckley, Richard Lee, Wendy Myers, Armmine Perian, Leanne Reynolds, Stephanie Schus, Beth Volpe, John Wolff, Todd Yvega.
    Directors absent
    (none)
    Note taker
    Armine Perian.
  3. Approval of Minutes From The Previous Meeting
    • Motion to approve 12/10/2012 regular board meeting minutes by Lyn Foster.  Second by Todd Yvega.
    • Motion to approve 2/2/2013 annual meeting minutes by Stephanie Schus.  Second by Todd Yvega.
  4. Open Issues
    1. Introduction of New Officers and New Board Members

      President Leanne Reynolds presented.

      New appointments:

      Wendy Myers – Vice President and Membership Committee Chair
      Armine Perian – Secretary
      Beth Volpe – National Night Out Committee Co-Chair (with Bruce Hinckley)

      Previous appointments were introduced to the new Board members.

    2. Review and Discussion of 2013 Calendar of Events
      1. Board Meetings
        • Beth Volpe to host next meeting 5/13.
        • Armine Perian to host 7/8.
        • Richard Lee to host 10/14.
        • Lyn Foster to host 12/9.  (Vote for separate day for holiday dinner).
        • Mori Teppan Grill (holiday dinner) 12/16.
      2. Neighborhood Traffic Calming
        • Lorena Parker and Elaine Wilkerson – committee on traffic calming.
        • Leanne to submit to Armine dates/data of city stats.
        • John Wolff suggested placing a camera on Mountain & Greenbriar / Mountain & Royal to help record speeding drivers.  This idea will be passed to Lorena & Elaine.
      3. Picnic
        • Sharon Mayo and Karen Pack additional volunteers to help out with dessert for picnic.  Proposed dates of 6/22 or 6/29 (first choice).
        • Decision to keep moon bounce and have the snow machine.  Gina Vadurro Seifert has found vendor to provide both for $194.50 including tax, delivery and set up.  Gina also recommended picnic type games – tug-of-war, etc.
        • Need to determine picnic budget to move forward.
        • We have to pay the city to reserve the picnic tables.
        • Cheryl said she will be speaking to several vendors for catering quotes, including Leon’s (per Stephanie’s recommendation).
        • Need insurance payment to cover using grills on city property.
        • In the past, Board members donated gift cards for the raffle prizes.  For this year, Cheryl is asking for other items.  She particularly would like to see things from our Interest Groups, which would also serve to promote these groups.
        • For the raffle, she plans to call out names of the winners vs. numbers, which are often hard to hear and match to a ticket.
        • Plan to change menu and make a nicer presentation.
        • Leanne had water donation person.
        • Email blast for picnic event – two weeks prior.
      4. Summer Social
        • Scheduled for Sunday, 9/8 at 5:30 PM at Paula and Art Devine’s house, 604 Benowe Scotia Road.
      5. National Night Out
        • Scheduled for Tuesday, 8/6 at 6:00 PM.
        • Leanne – Carl Kane may be hesitant to host.  Leanne to approach Carl.
        • Planning meeting date is TBD.
        • Plan on kids’ activities.
        • Beth has done a debrief minutes after 2012 national night out.
        • Cannot use logo without approval since it’s a national organization.
        • Bruce suggests placing a bucket for voluntary donations.
        • Need to arrange for a port-a-potty.
      6. Neighborhood Yard/Garage Sale
        • Stephanie reported that the response to the survey was very positive, with most rating the sale “Very Good” or “Good”.  Clearly, the $10 did not lower participation, given that 32 houses paid the fee, making this a revenue-producing event.  The majority of participants indicated they’d like to participate again, though more respondents indicated a preference to hold the event on Saturday vs. Sunday. 
      7. 2014 Annual Meeting
        • Annual meeting was very successful.  Cheryl recommends reserving space for next year but willing to look at other locations.  Beth recommends reserving tables.  Leanne – have Social Committee Chair consider options.
        • City council candidates forum every odd year.
    3. Nominating Committee Report

      John Wolff presented.

      • Nominating committee met and recommendations voted in.
      • One vacant board position – at large.  Forward nominees to John.
    4. Treasurer’s Report

      Treasurer Richard Lee presented

      • Report attached.
      • 2013 Annual Meeting – First year of making money $158 (in 10 years).
      • Richard was requested to adjust financial report line items to better demonstrate revenue and expenses.
      • Board members should review the budget before the next meeting and come prepared with questions.
    5. Membership Committee Report

      Vice President and Membership Committee Chair Wendy Myers presented.

      • Constant Contact is a service for blast email – use for membership renewal.  40% responded from 73 homes.  2 Constant Contact email blasts have gone out to existing members.  1/1 to members for renewal – very effective.  1/8 removed whoever paid.  2/16 personalized letters mailed to those who had not renewed.
      • Issue – don’t know which members have moved. Leanne suggests establishing a better process this year.
      • What do we do to increase membership? Focus on March – Recruitment of non-members.
      • Lyn – if get names of new neighbors then can deliver a welcome packet.
      • Need to establish a process.
    6. Newsletter Report

      Newsletter Committee Chair Lyn Foster presented.

      • Lyn will need articles/photos for May issue mainly to publicize the picnic, introduce new Board members, traffic calming, special interests and calendar.
      • Pending decision at next meeting – send 1 per year to non-member households and 3 per year to member households, or 3 to all 680 households.
    7. Constant Contact / Web Site Report

      (Skipped due to lack of time.)

    8. Interest Groups Report

      (Skipped due to lack of time.)

  5. New Business

    (Skipped due to lack of time.)

  6. Adjournment

    President Reynolds adjourned the meeting at 8:05 PM.


Respectfully submitted,

Armine Perian, Secretary  (ed. SS, TY)


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