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ROYAL CANYON PROPERTY OWNERS ASSOCIATION

REGULAR BOARD OF DIRECTORS MEETING MINUTES

MONDAY, DECEMBER 9, 2013

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Table of Contents

  1. Call to Order
  2. Roll Call
  3. Approval of Minutes From the Previous Regular Board Meeting
  4. Open Issues
    1. Treasurer’s Report
    2. Annual Meeting 2014 Planning
    3. Membership Committee Report
    4. Proposed Dues Increase
    5. Streamlining of the City of Glendale’s Design Review Board
    6. Bylaw Revisions
    7. Nominating Committee Report
    8. Newsletter Report
    9. Web Site Report
    10. 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 7:02 PM on Monday, December 9 at the home of Director Lyn Foster.

  2. Roll Call
    Directors present
    Lyn Foster, Cheryl Frees-Yvega, Bruce Hinckley, Richard Lee, Wendy Myers, Leanne Reynolds, Stephanie Schus, Beth Volpe, John Wolff, Todd Yvega.
    Directors absent
    Armine Hacopian, Barbara Mastro, Armine Perian.
    Note taker
    Todd Yvega.
  3. Approval of Minutes From the Previous Regular Board Meeting
    • Motion by Bruce Hinckley to approve the minutes of the October 14 meeting.  Seconded by Stephanie Schus.
    • Discussion: Regarding missing indications of who made a motion and who seconded, it is not strictly necessary to include this.
    • Motion carried unanimously.
    • Board will try to retrieve historical minutes and other RCPOA documents from former Secretary Zareh Amirian.
  4. Open Issues
    1. Treasurer’s Report

      Treasurer Richard Lee presented.

      • Motion by Bruce Hinckley to approve the submitted Financial Report and Budget.  Seconded by John Wolff.
      • Discussion: John Wolff pointed out a sign inversion error in the Difference column of the Notes section of the Financial Report.
      • Motion to approve with changes as noted carried.
      • Stephanie Schus suggested that next year’s budget include a National Night Out subsection in the Events section.
      • Stephanie Schus suggested listing donations per event.  This led to a discussion, mostly between National Night Out Committee Co-Chair Beth Volpe and Richard Lee, about differences in their respective bookkeeping methodologies regarding donations.  Beth regarded donations as additions to the budgeted amount (i.e., she interpreted the budgeted amount as starting capital); whereas Richard regards the the budgeted amount as the projected net expense and included donations as income from the event.
      • Leanne Reynolds suggested that for future events the Treasurer should discuss budgeting with the event coordinators to achieve consistent bookkeeping methodology.
      • Leanne Reynolds asked to go on record complimenting Social Committee Chair Cheryl Frees-Yvega for being on or under budget.
      • Leanne Reynolds suggested a budget item for flowers for the funerals of RCPOA members.
      • Stephanie Schus suggested increasing the allocation for PayPal in the coming year as trends show that PayPal use is increasing.
      • Richard Lee requested that each Committee Chair submit proposed 2014 budgets before the March Board meeting.
    2. Annual Meeting 2014 Planning

      Social Committee Chair Cheryl Frees-Yvega presented.

      • Event is scheduled for Saturday, February 1.
      • Made the reservation with the receptionist at Oakmont Country Club.
      • Due to the passing of Helena Seltzer, Cheryl put the upcoming Annual Meeting and future RCPOA events held at Oakmont in the name of Bruce Hinckley (who is an Oakmont member).
      • Oakmont’s rules have changed—a $300 deposit is required by December 20.
      • As Annual Meetings during even-numbered years do not feature the City Council Candidates Forum, the upcoming Annual Meeting meeting will be held in the smaller hall.
      • Costs have gone up.  Cheryl estimates a cost of $30.18 per person.  (This includes the $125 AV fee which might not be incurred.)
      • Cheryl suggests keeping the price at $30.00 per person.
      • Motion by Cheryl Frees-Yvega to approve payment of the $300 deposit to Oakmont Country Club by December 20.  Seconded by Bruce Hinckley.  Carried unanimously.
      • Potential speakers:
        • Glendale’s new Police Chief Robert Castro.
        • City Manager Scott Ochoa.
        • Wendy Meyers suggested Superintendent of Schools for Glendale Unified School District Richard Sheehan.
        • Stephanie Schus suggested the Superintendent/President of Glendale Community College David Viar.
      • Leanne Reynolds thinks that the Superintendent of Schools would be of interest mostly to young residents with children, but many in that demographic don’t attend the Annual Meetings because they would have to pay for a babysitter.
      • Bruce Hinckley suggested inviting Chief Castro and Scott Ochoa together.
      • Stephanie Schus thinks Scott Ochoa would have so much to say it would give short shrift to Chief Castro.
      • Leanne Reynolds thinks it may be a political faux pas not to give the new Police Chief the full time and attention.
      • President Reynolds conducted a “show of hands” poll to determine the order of preference.  She will invite the speakers in this order:
        • 8 hands: Police Chief Rob Castro.
        • 3 hands: City Manager Scott Ochoa.
        • 2 hands: Superintendent of Schools Richard Sheehan.
    3. Membership Committee Report

      Vice President and Membership Committee Chair Wendy Myers presented.

      • Wendy distributed this document detailing her plans for membership drives in 2014 and discussed each item with the Board.
      • Wendy prepared a list of addresses attached for which either the residents have moved according to the Post Office or we have reason to think there may be different residents than listed in our master spreadsheet.
      • John Wolff suggested soliciting new members on Nextdoor.com since those who have joined the Nextdoor social network have demonstrated an interest in the neighborhood by doing so and we know which of them are not RCPOA members.
      • Wendy proposed the following delegates for approaching specific neighbors about joining:
        • Bruce Hinckley: Greenbriar and adjacent streets.
        • Beth Volpe: Hills area east of Royal Boulevard.
        • Stephanie Schus: Royal and Imperial Boulevards and connecting streets.
        • Wendy Myers: Old Phillips Road and adjacent streets.
      • Action Items for membership drives:
        • Ordered
          1. January 1: “Dues are Due” Constant Contact email blast to all members.
          2. Two weeks later: Follow up Constant Contact email blast to all members who haven’t renewed.
          3. After Annual Meeting: Printed personalized letters to all members who still haven’t renewed.
        • Concurrent
          • Appeal to Nextdoor members to join.
          • Printed personalized letters to all nonmember residents.
      • Motion by Bruce Hinckley to accept Wendy’s membership drive plans as outlined.  Seconded by Cheryl Frees-Yvega.  Motion Carried.
      • Wendy will execute the plan with a committee she establishes from the Board.
    4. Proposed Dues Increase
      • Motion by John Wolff to increase dues to $25 per household per year.  Seconded by Bruce Hinckley.  Open for Discussion:
        • Treasurer Richard Lee presented an analysis attached showing a sharp decline in membership when the dues were last raised in 2005.
        • John Wolff rebutted saying there are other factors not represented on Richard’s analysis which may have contributed to the decline.
        • Cheryl Frees-Yvega pointed out that the RCPOA has more events per year now than in 2005 and thus membership has become more valuable.
        • Leanne Reynolds and Beth Volpe both made the case that “we are underselling”—i.e., by setting the dues so low we create the perception that membership is not valuable and not something to be desired.
        • Lyn Foster took issue with Richard’s conclusion saying that we shouldn’t base this conclusion on just one incident.
        • Bruce Hinckley proposed that we offer one year of free membership in the hopes that the 70% of neighborhood residents who are non-members will join because it’s free, experience the benefit and then want to renew.
      • Discussion closed for vote: 4 in favor, 5 opposed, 1 abstained.
    5. Streamlining of the City of Glendale’s Design Review Board

      Treasurer and GHCC Delegate Richard Lee presented.

      • Directors Todd Yvega and Cheryl Frees-Yvega attended the GHCC meeting on November 4 as acting delegate for the RCPOA in Richard’s absence, and voted to submit the letter to the City Council as drafted without further delay.  The final draft is attached.
      • The GHCC submitted the letter to the City Council.
      • GHCC will notify Richard when the City Council’s vote on this matter is scheduled.
    6. Bylaw Revisions

      Director John Wolff presented.

      • John Wolff: If the proposed revisions to the Bylaws are complex or numerous we should set up a committee.
      • Stephanie Schus pointed out that the quorum requirement Article III, paragraph 5 was not fulfilled at the last Annual Meeting.
      • Motion by John Wolff to send suggestions for revisions to the Bylaws to John Wolff and he will form a Committee.  Cheryl Frees-Yvega seconded.  Motion carried unanimously.
    7. Nominating Committee Report

      Nominating Committee Chair John Wolff presented.

      • John Wolff explained that Article VI paragraph 3 of the Bylaws states, “[The nominating] committee shall consist of three past Presidents and two current members of the Board.”  John chairs the committee as a current member of the Board, not as a past president, so the Board needs to appoint a member of the Board to the committee.
      • Motion by Bruce Hinckley to appoint Beth Volpe to the Nominating Committee.
      • Todd Yvega said he would be interested in serving on the nominating committee as well.  There was discussion regarding who would serve, Beth or Todd, since there was only one member left to be nominated.  Cheryl Frees-Yvega stated that Todd has had a strong interest in serving on the Nominating Committee.  Beth suggested that since Todd was this interested in serving she would not serve.
      • Bruce Hinckley withdrew his motion for Beth to serve on the Nominating Committee.
      • Motion to appoint Todd Yvega to the Nominating Committee.  Seconded.  Carried.
      • The following Board members’ terms will expire at the next Annual Meeting:
        • Leanne Reynolds: Leanne opts to serve another term.
        • Armine Perian: Not present.
        • Bruce Hinckley: Bruce initially opted not to serve another term.  President Leanne Reynolds and other Directors implored Bruce to reconsider.  Bruce agreed to serve another term and was applauded by the Board.
        • Lyn Foster: Lyn opts to serve another term.
        • John Wolff: John opts to serve another term.
        • Todd Yvega: Todd opts to serve another term.
        • Barbara Mastro: Not present.
    8. Newsletter Report

      Newsletter Committee Chair Lyn Foster presented.

      • At the July Board meeting we decided to ask people to opt out of receiving a hard-copy in the mail.
      • The Glendale Historical Society does both: i.e., mails a hard-copy and emails a soft-copy.
      • Lyn suggests deferring or postponing our planned opt-out campaign.  She suggests asking for email addresses in the Newsletter so we can start emailing soft-copies concurrently with mailing hard-copies.  Once we have experience emailing soft-copies without problems, we can then ask for opt-outs.
      • Leanne Reynolds asked for the minutes to state that the newsletter is timed to promote events.
      • Suggestions for the next Newsletter:
        • A tribute to past President Helena Tribute who passed away in September.
        • Promote the upcoming Annual Meeting.
        • Photographs from the Summer Social at Art and Paula Devine’s house.
        • Striping on Royal Boulevard and the new placement of the STOP signs.
    9. Web Site Report

      Web Master Todd Yvega presented.

      • Action items achieved:
        • CAPTCHA added to the “Secure Payment Form” (aka “Online Store”) page of the web site to prevent malicious hacker-bots from filling our database with garbage.
        • Changed the name of the Nextdoor.com site to “Royal and Greenbriar Canyons”.
        • Other action items have been accomplished but there wasn’t sufficient time to describe them.
      • Leanne Reynolds reported that our Constant Contact service is up for renewal.  The account has been in Leanne’s name.  Leanne said that when she renews the service she will have it put in Todd’s name since he has been the primary user.
      • Todd pointed out that so far we have had several Directors using our one user log-on (Leanne’s) which is a bad practice.  Todd suggests that when we renew the service we should also establish a separate user log-on for each Board member likely to use Constant Contact.
    10. Interest Groups Report

      Interest Groups Committee Chair Stephanie Schus presented.

      • Stephanie has drafted a letter and a detail sheet encouraging area residents to join an Interest Group or to solicit ideas for potential new groups.  She requested that it be emailed via Constant Contact ASAP.
      • All groups are doing well and continue to meet.
  5. New Business
    • The Board Appreciation Dinner will be held at Mori’s Teppan Grill on Monday December 16.  Cocktails at 6:30, Dinner at 7:15.
    • The next Regular Board Meeting will be held Monday, March 10, 7:00 PM at the home of Director Beth Volpe, 1910 Las Flores Drive.
  6. Adjournment

    President Reynolds adjourned the meeting at 9:35 PM.


Respectfully submitted,

Todd Yvega, Acting Secretary  (ed. BV)


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