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ROYAL CANYON PROPERTY OWNERS ASSOCIATION

REGULAR BOARD OF DIRECTORS MEETING MINUTES

MONDAY, OCTOBER 10, 2016

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Table of Contents

  1. Call to Order and Roll Call
  2. Approval of Minutes From the Previous Regular Board Meeting
  3. Open Issues
    1. Treasurer’s Report
    2. Membership Committee Report / Late in the Year Special for Annual Membership Dues
    3. National Night Out Recap
    4. Summer Social Recap
    5. Recess
    6. Annual Business Meeting
    7. Newsletter Report
    8. Interest Groups Report
  4. New Business
    1. Measure GC
    2. Triangular Median Landscaping
    3. Board Appreciation Dinner
  5. Adjournment

  1. Call to Order and Roll Call

    ~7:00 PM — Vice President Wendy Myers called to order the regular meeting of the RCPOA Board of Directors at the home of Director Leanne Reynolds, the Vice President being in the chair and the Secretary being present.

    Directors present:
    Lyn Foster, Bruce Hinckley, Richard Lee, Barbara Mastro, Wendy Myers, Tina Parsegian, Leanne Reynolds, Beth Volpe, John Wolff, Todd Yvega.
    Directors absent:
    Cheryl Frees-Yvega, Armine Hacopian, Armine Perian.
  2. Approval of Minutes From the Previous Regular Board Meeting

    ~7:01 PM — Secretary Todd Yvega presented.

    • The draft minutes of the July 11 Regular Board Meeting were initially distributed to the Board on Wednesday, July 20.  (As usual this was done by emailing a PDF along with a URL to the wiki for those who might wish to edit the document.)
    • The next day Todd discovered that two of the Treasurer Report links erroneously linked to the May Treasurer Reports, so he corrected that and distributed the revised draft minutes to the Board.
    • The President redistributed the revised draft minutes without further corrections on Monday, September 26, along with the agenda for this meeting.
    • As of this afternoon there have been no edits made to the document on the wiki.

    The Secretary asked the Board for any corrections of alterations prior to approval.  None were offered.  The minutes are approved as distributed.

  3. Open Issues
    1. Treasurer’s Report

      ~7:02 PM — Treasurer Richard Lee presented.

      Richard distributed the following documents to the Board, and reviewed them for the directors in attendance.  Note: Corrections were made after the meeting to at least one of the following attached documents.

      • Treasurer’s Report of Financial Results for the period July 11 through October 10, 2016 (attached).
      • Financial Results for the 2016 National Night Out event (attached).
      • Financial Results for the 2016 Summer Social (attached).
      • Financial Results for Neighborhood Watch (attached).
      • RCPOA Budget for 2016 (attached).

      Discussion:

      • Due to the cost of the professional gambling company, the Summer Social operated at a $754.47 loss this year.  But last year it profited $633.85.  The difference, $120.62, is in line with the average loss over the previous several years.
      • Regarding the Summer Social bar loss:
        • Since we always have unused liquor at the end of the event that is saved for use in the subsequent year, the figure doesn’t necessarily represent actual loss.
        • Lyn Foster suggested incrementing the number of tickets exchanged for mixed drinks.
        • Tina Parsegian suggested that we might try to find a local liquor retailer who would donate liquor in exchange for promotion at the event.
      • Tina Parsegian called attention to a confusing negative $60 in the “Over (Under) Budget” column of the 2016 “Prepayment for Annual Meeting” row.  There was no entry in the adjacent “Actual To Date” column to explain it.  Richard could not recall the reason for it but said he would investigate.  Note: In the attached budget document that item has been removed and the total adjusted accordingly.
      • Leanne Reynolds notes that we seem to be budgeting better.
      • Leanne Reynolds suggested that we replace the Garage Sale item with “Special Event”, because we haven’t had an Area Garage Sale in 2 years but we often have unforeseen events such as the Neighborhood Watch meeting at Angela Kohan’s house.
    2. Membership Committee Report / Late in the Year Special for Annual Membership Dues

      ~7:27 PM — Vice President and Membership Committee Chair Wendy Myers presented.

      Wendy explained that each year prior to the Summer Social the price of membership dues changes from $20 for that calendar year to a $25 Late in the Year Special for the remainder of that year and all of the subsequent year.  So when she calls on prospective members near the end of August each household pays $20 for the 4 remaining months ($5.00 per month).  But a week later each household pays $25 for the next 16 months ($1.56 per month).  This makes her uncomfortable knowing that those who paid the prior week may rightfully feel cheated or regret having complied with her membership pitch in a timely fashion.  Wendy added that the membership fee is low and it’s common and easy for a resident to hand her a twenty dollar bill when she visits.  Accordingly Wendy thinks we should retire the $25 Late in the Year Special and leave membership dues at $20 no matter what time of year they pay.

      Discussion:

      • Todd Yvega concurred with Wendy’s assessment saying that this policy essentially penalizes those who pay earlier in the year (behavior we should encourage) and rewards those who procrastinate.
      • Todd added that the Late in the Year Special causes an unwieldy chore for the Webmaster.  Each year the newsletter published prior to the Summer Social advertises the $25 Late in the Year Special.  So he needs to coordinate closely with Lyn Foster to predict what day the newsletter will arrive in mailboxes so that he can make the website’s Online Store switch on that day from displaying the $20 annual dues item to the $25 Late in the Year Special.

      Motion by Todd Yvega: “I move that RCPOA revoke the Late in the Year Special for Annual Membership Dues effective 2017, thereby leaving the price of membership dues at $20.00 for the calendar year regardless of the time of year paid.”

      Seconded and carried unanimously.

    3. National Night Out Recap

      ~7:32 PM — National Night Out Committee Chair Beth Volpe presented.

      • The event featured an impressive showing of Police, Firemen, emergency vehicles, motorcycle cops, and City Council members (including the Mayor).
      • The security table won’t be repeated next year.  Only one sign was sold.
      • The winner of the home security bundle never responded to attempts to deliver the prize, so it was raffled off at the Summer Social.
      • Attended by about 200 people.
      • People stayed a lot later this year than at previous years’ events.  People were still eating at 9:30.
      • Food trucks are slow but they attract crowds and aren’t confused with a private barbecue.
      • The location of the food trucks (blocking Moreno) had the benefit of causing people to congregate on Moreno, which led to more socializing and interaction.
      • Lyn Foster suggested having entertainment near the line since the wait is so long.
      • Glendale is finally offering a one-day-only licence for food trucks.  This will greatly expand our options in subsequent years.
    4. Summer Social Recap

      ~7:42 PM — Social Committee Chair Leanne Reynolds presented.

      • Wendy Myers expected a much higher attendance since she had visited so many homes and told newly joining members about the Summer Social.  She suggested that it may not have been clear to residents that the gambling wouldn’t involve real money.  She thinks this may have led to lower attendance.
      • There was again general dissatisfaction with the quality of the catering:
        • Many Board members thought the food was awful.
        • Kyle’s staff started breaking down tables, stacking and carrying off chairs while the party was in progress.  This was taken as a “time to leave” cue by many people, which is unfortunate because we hadn’t yet conducted the raffle.
        • John Wolff pointed out that we’ve had back-to-back catering problems with the Picnic and then the Summer Social, and this turns people off to the following event.
        • Richard Lee reminded the Board that we’ve had a long relationship with Kyle and said that we should inform him of the problems, and supervise closely because he reacts very well to feedback.  The few times the RCPOA used a different caterer at events over the years, the final cost was about twice Kyle’s.
      • Leanne said that the amount of time and work that goes into planning this event is too heavy for one person.
        • Beth Volpe suggested that next year the Social Chair should form a committee so the workload can be distributed.
        • Tina Parsegian suggested putting a call for committee volunteers in the newsletter.
      • Wendy Myers reported that Shannon Cistulli told her she would be interested in hosting a Summer Social.
    5. Recess

      ~7:58 PM — The Chair called a ten minute recess.

      ~8:06 PM — The Chair called the meeting back to order.

    6. Annual Business Meeting

      ~8:06 PM — Social Committee Chair Leanne Reynolds presented.

      • The event is scheduled for Saturday, February 11 at the Oakmont Country Club.
      • 2017 is a Candidate Forum year.
      • Having an engaging moderator is important.  Leanne hopes to get Fritz Coleman again.
      • Leanne would like to consider alternate venues for the 2018 Annual Meeting.
    7. Newsletter Report

      ~8:10 PM — Newsletter Committee Chair Lyn Foster presented.

      • Publicize the Annual Business Meeting.
      • The Newsletter should be in mail boxes the first week of January.
      • Interest Group update.  Cheryl Frees-Yvega will forward Stephanie’s report to Lyn.
      • Photos of the Summer Social.
      • Repeat the Photograph of Wendy Myers with a caption to the effect of, “If you’re not a member you might be seeing here at your door.”
      • Call for committee volunteers by event.
      • Leanne Reynolds said that a few pets in the neighborhood passed away (Lyn Foster’s and Gail Mitsui’s dogs) so we might bring back the “Crossed the Bridge” item.
    8. Interest Groups Report

      ~8:14 PM — The report, written by Stephanie Schus, had not arrived in time to be brought to the meeting.  The directors who are members of interest groups improvised.

      • Bruce Hinckley: There was a big turnout at the 10-01 Gardening Group presentation on container plantings.
      • Beth Volpe: The Gourmet Cooking Group’s next gathering on 10-28 will have a dark ages/medieval theme.  It will require costumes, be by candlelight and feature all medieval foods.
      • Wendy Myers: The Book Discussion Group has new members who are also new to RCPOA.
      • Wendy Myers: The next Gardening Group meeting on 11-05 will feature a presentation by an expert on sprinkler systems.
      • Leanne Reynolds: The Royal Canine Group is still under formation.  Leanne’s partner is working on a logo.  8 members signed up at National Night Out (not including Leanne and her partner).  Leanne started a Nextdoor.com “group” for the Royal Canine Group and will add those who signed up.
      • Bruce Hinckley: The Hiking Group has been inactive since March.
      • Bruce Hinckley: The next ICG (Innovative/Informal/Inspiring Cooking Group) gathering is this Friday 10-14 and will feature dishes with pumpkin and/or maple syrup.
  4. New Business
    1. Measure GC

      ~8:20 PM — Brought by Lyn Foster

      • Measure GC is a bond measure on the November ballot for voters in the Glendale Community College District.
      • Bruce Hinckley gave an explanation of what the bond measure is intended to fund and said that it would be good for RCPOA to inform neighbors of the facts.  (However the next newsletter won’t be published until after the election.)
      • No action taken.
    2. Triangular Median Landscaping

      ~8:32 PM — Brought by Todd Yvega

      • Before the meeting had been called to order, Todd passed around hardcopies of his correspondence with Koko Panossian, Park Services Administrator at the City of Glendale Department of Community Services and Parks.  He referred to that hardcopy for this presentation.
      • The RCPOA’s original proposal was that RCPOA be granted stewardship of the triangle, which would entail RCPOA assuming responsibility for maintenance and cost of plants (basically everything other than automated watering).  The City’s counteroffer is quite different in that it is a one-day-only supervised planting with volunteers doing the work and plants supplied by RCPOA.
      • Mr. Panossian explained that the proposal to grant stewardship would be complicated to complete and may require council action.  His intention in providing the counteroffer was to allow volunteer planting in the meantime.
      • Todd posed the question: Would RCPOA want to pay for plants if we wouldn’t be maintaining them on an ongoing basis?

      Discussion:

      • Many directors felt disinclined to invest in plants if it would be hands-off for us after the day they’re planted.
      • Many also pointed out that the median is looking a lot better.
      • The discussion diverted to a repeat of lengthy past discussions about the wish to paint the utility box in the triangular median.

      Motion by Todd Yvega: “I move that RCPOA thank Mr. Panossian for the City’s offer but decline with explanation.”

      Seconded and carried unanimously.

    3. Board Appreciation Dinner

      ~8:32 PM — Brought by Beth Volpe

      After some discussion the Board agreed to hold the Board Appreciation Dinner at Mori Teppan Grill again this year.

  5. Adjournment

    ~8:37 PM — The meeting adjourned.


Todd Yvega, Secretary


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