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ROYAL CANYON PROPERTY OWNERS ASSOCIATION

REGULAR BOARD OF DIRECTORS MEETING MINUTES

MONDAY, MARCH 10, 2014

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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. Nominating Committee Report
    2. Treasurer’s Report
    3. Review and Discussion of 2014 Calendar of Events
      1. Neighborhood Yard/Garage Sale
      2. Board Meetings
      3. Family Picnic
      4. Summer Social
      5. 2015 Annual Meeting
    4. Membership Committee Report
    5. Newsletter Report
    6. Web Site/Constant Contact Report
  5. New Business
    1. Petitions at the Annual Meeting
    2. Lot 22 of the Glen Knolls Tract
  6. Adjournment

  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, March 10 at her home.

  2. Roll Call
    Directors present
    Lyn Foster, Cheryl Frees-Yvega, Richard Lee, Wendy Myers, Armine Perian, Leanne Reynolds, Beth Volpe, John Wolff, Todd Yvega.
    Directors absent (excused)
    Bruce Hinckley, Barbara Mastro, Stephanie Schus.
    Directors absent (unexcused)
    Armine Hacopian.
    Note taker
    Armine Perian.
  3. Approval of Minutes From the Previous Regular Board Meeting

    Motion by Lyn Foster to approve the minutes of the December 9 meeting.  Seconded by Todd Yvega.  Motion carried unanimously.

  4. Open Issues
    1. Nominating Committee Report and Election of Officers

      Nominating Committee Chair John Wolff presented.

      • John Wolff distributed the attached report to the Board.
      • John explained the distinction between electing Directors to the Board and electing Officers (i.e., President, Vice President, Secretary and Treasurer).  At each annual meeting the membership elects roughly half of the Directors to a 2-year term on the Board.  At the March regular board meeting the Board elects 4 of the currently serving Directors to a 1-year term as an officer.
      • The Nominating Committee met on March 1.
      • The committee nominated for each office the Director who executed that office in 2013.  Specifically…
        President – Leanne Reynolds
        Vice President – Wendy Myers
        Secretary – Armine Perian
        Treasurer – Richard Lee
      • Motion by Lyn Foster to approve the nominations proposed by the Nominating Committee.  Seconded by Beth Volpe.  Motion carried unanimously.
      • The committee also proposed the creation of a non-officer position of Parliamentarian to keep meetings on track and wrap by 9 PM. The committee nominated Barbara Mastro to serve as Parliamentarian.
      • Motion by Richard Lee to approve the nomination of Barbara Mastro as Parliamentarian.  Seconded by Cheryl Frees-Yvega.  Motion carried unanimously.
    2. Treasurer’s Report

      Treasurer Richard Lee presented.

      • For details refer to attachments: Financial Report, Budget.
      • Cash account balance: $19,248.
      • Motion by Cheryl Frees-Yvega to approve the Financial Report and Budget as presented by the Treasurer.  Seconded by Leanne Reynolds.  Motion carried unanimously.
    3. Review and Discussion of 2014 Calendar of Events

      Refer to the attached Calendar of 2014 Events.

      1. Neighborhood Yard/Garage Sale
        • Dan Cabrera has agreed to organize the Area Yard/Garage Sale scheduled for May 17.
        • The participation fee for the previous Area Yard/Garage Sale (held in October 2012) was $10.
        • Discussion regarding concerns about charging or not.
        • Motion by John Wolff to charge a participation fee.  Seconded by Lyn Foster.  Motion carried unanimously.
        • Motion by John Wolff to set the participation fee to $10 for both members and non-members.  Seconded by Todd Yvega.  Motion carried unanimously.
      2. Board Meetings
        • John Wolff to host next meeting 05/12.
        • Lyn Foster to host 07/14.
        • Beth Volpe to host 10/13.
        • 10/08 host to be determined.
      3. Family Picnic
        • Proposed dates – 06/21 (preferred), 06/28 (backup).
        • Cheryl to verify with the city if the dates are available.
        • These proposed dates unanimously approved by the Board.
      4. Summer Social
        • Cheryl Frees-Yvega has reached out to the new owners of the Old Phillips Ranch who had volunteered their home as the location of the 2014 Summer Social contingent upon completion of renovation.  Unfortunately it has become clear that the renovation will not be completed in time.
        • Armine Hacopian has offered her home as a backup.
        • Defer discussion for next meeting.
      5. 2015 Annual Meeting
        • Cheryl Frees-Yvega reported that the Oakmont Country Club has an event scheduled for the afternoon on the day of the Annual Meeting (02/07).  We are thus obliged to schedule the Annual Meeting an hour earlier than normal.  This effectively changes the event from a brunch to a breakfast.
        • The schedule will be as follows:
          09:30 - 10:00: Social
          10:00 - 10:30: Breakfast
          10:30 - 11:00: Business Meeting
          11:00 - 12:00: Candidates Forum
        • Webmaster Todd Yvega will change references to “brunch” on the web site to “breakfast”.
    4. Membership Committee Report

      Vice President and Membership Committee Chair Wendy Myers presented.

      • Wendy has created a list of un-renewed members and has personally visited all.
      • Next plan is to go through list of Nextdoor.com members who are not members or who haven’t renewed.
      • Has seen very few refusals.
      • Forecast to add members during the Area Yard/Garage Sale, Family Picnic, National Night Out and Summer Social.
    5. Newsletter Report

      Newsletter Committee Chair Lyn Foster presented.

      • To include all upcoming events of 2014.
      • Submit articles by 05/01.
      • Projected mailing date 05/21.
      • Consider advertisement – Beth suggests to place separate ad inserts.  Goes to 650 households.  Need to determine if advertisers must be members.
      • Motion by Lyn Foster to make ads available to members as a priority, max 2 inserts at $200 per insert, copies supplied by vendor.  Seconded by Richard Lee.  Motion carried unanimously.
    6. Web Site/Constant Contact Report

      Webmaster Todd Yvega presented.

      Discussion regarding status of the Web site.

  5. New Business
    1. Petitions at the Annual Meeting
      • Discussion of petitions sponsored by non-members at the Annual Meeting – not at the Family Picnic, National Night Out or Summer Social.
      • Solicitation policies.
      • Equal treatment.
      • Association is non-political – therefore do not endorse candidates.
      • What are the rights to exclude solicitors?
      • President should have final approval.
      • Motion by John Wolff to present issue of materials, printed matter to president, get input from board members, then president to decide.  Not seconded.
      • Motion by Lyn Foster to vote on whether to allow or disallow solicitation.  Not seconded.
      • Table issue until next meeting.
      • Leanne requested that John draft motions to present at the next meeting.
    2. Lot 22 of the Glen Knolls Tract

      The property on lot 22 of the Glen Knolls tract (1110 Catalina Drive) is part of the Glen Knolls Home Owners Association.  However it is separated from the Glen Knolls neighborhood because it has no outlet to Trafalger Drive.  It is connected to the RCPOA neighborhood by outlet to Arboles Drive via Catalina Drive.  Accordingly the RCPOA welcomes the residents of 1110 Catalina Drive to participate as regular members.

  6. Adjournment

    Motion by Cheryl Frees-Yvega to adjourn.  Seconded by Lyn Foster.  Motion carried unanimously.

    President Reynolds adjourned the meeting at 9:14 PM.


Respectfully submitted,

Armine Perian, Secretary  (ed. TY)


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