~20:12 — Presented by President Beth Volpe and Plan of Action ad hoc Committee members Byron Hibdon, Leanne Reynolds, Brad Nelson.
- Communications and Marketing Committee
The major concern most directors have is lack of recognition of the RCPOA.
To address lack of recognition the committee proposes that the Board create a Communications and Marketing Committee.
More Social media recognition.
It was recommended that we have a facebook page.
Website and email update.
The website needs to be made “more current”.
- Armine Hacopian says that every two years we need to look at updating.
- Utilize GCC interns, volunteers solicited on Nextdoor, and neighbors referred by directors.
Beth envisions that the Communications and Marketing Committee would have for example, someone who enjoys and is good at making flyers, and whenever a director needs a flyer for something, he/she can engage the committee for its creation.
Instead of every committee that needs a banner repeating the same effort to acquire it, all such needs can be funneled to this one committee.
- We don’t have a designated photographer and we really should have one.
There was a lot of feedback about the newsletter in the survey.
To help increase recognition throughout the year, we are proposing to increase the frequency of issues to 4 per year.
We would like more content, more pages per issue.
We would like to include paid advertising.
~20:27 — Motion by Armine Perian: “I move that the Board create the Communications and Marketing Committee.”
Floor open for discussion.
- Byron Hibdon said that he has used Nextdoor to call for volunteers and almost no-one responds.
Wendy Myers said that’s what she has repeatedly seen.
All these things sound wonderful but she thinks not many people will pay attention, and it’s sad.
But that’s just the way it is.
Byron Hibdon: A lot of people are very, very busy and it’s tough to get their attention.
The way to get through is through persistence.
The committee will have to use a wide variety of media, because for example a lot of young people only read facebook and regard email as junk mail, whereas another demographic won’t go near facebook, etc.
Wendy Myers: During visits, people who have lived in the neighborhood for years say they have never seen the newsletter, or they just tossed them thinking they were junk mail.
People are overwhelmed by so much communication and are tuned out.
The signs get noticed.
Tina Parsegian: Regarding social media, we should have the RCPOA logo appear on postings.
Directors with LinkedIn accounts can set their profile logo.
When we send email we should put the logo in our signature at the bottom of the email.
- Tina also wishes to prevent the newsletter from appearing like marketing mail (which will likely be tossed immediately) by keeping paid advertising on the inner pages only and not letting anyone have a full page ad.
- Tina suggested that an advertiser could write an article.
Armine Hacopian disagrees: The newsletter should not be a forum for someone to push an agenda.
It’s good that we’ll publish an issue more often, but don’t add more pages because people won’t read it.
- Armine Hacopian suggested seeking a designated photographer who will snap photos at our events in exchange for free advertising.
Leanne Reynolds: Ad rates for the Northwest Glendale Homeowners Association’s newsletter:
Quarter page: $25;
Half page: $50;
Full page: $75.
Byron Hibdon offered a procedural suggestion: We’re already talking about ideas in detail.
Let’s instead decide if we want to have this committee and then let the committee discuss ideas in detail in their meetings.
~20:44 — Question called.
the motion carried.
- Beth asked that directors be thinking about what committee(s) they might like to serve on.
- Armine Perian: At the May 22 neighborhood meeting with the Police, we could ask the attendees, “would you be interested in serving on a committee?”
- Todd Yvega and Armine Hacopian volunteered to help with the Communications and Marketing Committee.
- Beth said that in the 2011 survey, 84% responded saying that they always read the newsletter.
- Wendy Myers finds that hard to believe.
Todd Yvega: The statistic is likely skewed.
The people inclined to read the newsletter were also inclined to answer the survey.
The people who throw the newsletter away threw the survey away.
- Increase Membership
- We need an actual Membership Committee — not just have one person (Wendy) being responsible for doing it.
- 5 directors suggested welcome packets in their surveys.
It wouldn’t be carried by Wendy during recruitment calls.
Rather it would be delivered by membership committee personnel to someone who moves into the neighborhood.
Beth said we need to establish a new standard membership application. The Secretary had given her the applications collected since 2011.
They were all different and inconsistent in what information they collected.
- Even in the newsletter we should utilize RSVP forms and membership applications to get information.
Armine Hacopian suggested that the application should ask what the applicant’s area of expertise is.
Include questions like “Would you be willing to help out in your area of expertise?”
- The membership roster should be “in the cloud”, probably as a Google Sheet, so that any update will immediately be available to all others granted access.
Beth and Byron Hibdon discussed the idea of using off-the-shelf business accounting software such as Intuit QuickBooks instead of generic spreadsheets.
Beth had prepared a mock-up using the homes on her street.
~21:06 — Motion by Brad Nelson: “I move that the Board create a new Membership Committee.”
Tina Parsegian volunteered to Chair the newly created Membership Committee.
- Board Concerns: Meetings
The survey revealed that many directors think 5 meetings per year is not enough.
The committee recommends increasing the frequency to 6 per year.
- Leanne suggests adjusting the dates such that we always meet a week or two before our special events.
- The new September meeting is moved to Tuesday 09-03 to occur before the Summer Social while avoiding Labor Day.
~21:16 — Motion by Byron Hibdon: “I move that the Board adjust the number of meetings per year to 6 — one every odd numbered month.”
- Board Concerns: Term Limits for Officers
- Beth read out loud paragraph 4b of the Plan of Action document.
Motion by Byron Hibdon: “I move that officer terms be limited as stated in paragraph 4b of the Plan of Action.”
Floor open for discussion.
John Wolff objects to lumping officers together with committee chairs.
Committee chairs can be rotated at any time, whereas officers are nominated by the Nominating Committee and elected by the Board.
- Armine Perian sees no conflict as the motion merely limits term lengths and does not interfere with the Nominating Committee’s function of vetting and nominating officers and directors.
John Wolff called out the language that states “[officers] will turn over their roll to other Board members”, as it is not up to an officer to choose his/her successor.
Rather, it is the job of the Nominating Committee, as stated in the bylaws, to nominate officers.
- Armine Hacopian thinks the committee chairs need to be struck out of the language.
- Tina Parsegian said there should be separate motions: one for officers and one for committee chairs.
- Wendy Myers expressed concern about an officer having a particular skill set being termed out of office when there may be no-one currently on the Board prepared to step into that position.
- Todd Yvega added, having served on the Nominating Committee, one of the most difficult things in vetting a new officer is finding someone willing or able to take on the role.
- Richard Lee pointed out that some homeowner associations have exempted from term limits certain offices requiring specialized expertise so that they don’t suffer from brain-drain.
- John Wolff added that those officer positions are workhorse positions so it’s not easy to find people who want to take on those positions.
~21:43 — Motion amended by Byron Hibdon: “I move that officer terms be limited to 4 consecutive years holding a given office. After stepping down from an office the director cannot be elected to that office until a 2 year absence from that office. Those officers holding positions that are beyond 4 years by the 2020 election will step down.”
The secretary counted the secret ballots with Armine Hacopian and Richard Blasco as witnesses to confirm the count.
The amended motion carried.
- Board Concerns: Term Limits for Directors at Large
- More discussion about the difficulty experienced finding qualified candidates for new directors.
- Tabled due to lateness and lack of time.
~21:52 — Motion by Armine Perian: “I move that all directors must serve on a committee or represent the Board.”
Floor open for discussion.
- John Wolff suggested: Rather than needing this motion, this can just be another directive to the Nominating Committee. When considering whether to nominate a director for another term, the Nominating Committee can look at that director’s record and decline to nominate him/her if he/she hasn’t met the requirement.
Armine Perian asks that her motion be withdrawn.
Accordingly item 4d in the “2019 Plan of Action” document will be moved into 4g (Nominating Committee Concerns).
- Board Concerns: Nominating Committee
Item 4g, subitem iii, “Notice will go out to the entire membership letting them know that nominations are open”
John Wolff pointed out a need to explicitly state “nominations for the Board” in place of just “nominations”, as without that qualification, the paragraph can be construed to mean that notice must be sent to the entire membership letting them know that nominations for officer positions are open.
This is nonsensical as the nominees to officer positions are restricted to directors who have already been voted in by the membership, and only the directors vote in the officers.
Item 4g, subitem iv, “No person serving on the Nominating Committee shall be up for consideration or re-election”
- Todd Yvega warned, “That’s going to be tough, because roughly half of the Board is always up for re-election, every year.
John Wolff thinks this item is good governance.
He cited frequent cases where a member of the Nominating Committee had to recuse him/herself due to a potential conflict of interest.
Motion by Richard Blasco: “Adopt item 4g, subitems ii, iii, and iv, and replace subitem vi with a requirement that a member of the nominating committee who is up for consideration or re-election will recuse him/herself”
John Wolff: Recusal isn’t the best practice.
We’ve only done it because we had to do it.
- Todd Yvega added, If we adopt subitem vi as written then there’s no need for recusal.
- Armine Hacopian suggested that the Board ask the Nominating Committee to draft an improved version of item 4g and present it at the next Board meeting.
Item 4g, subitem vi tabled.
- Board Concerns: Membership Committee
Item f: As the Board has elected Tina Parsegian to Chair the new Membership Committee, we are currently non-conformant with ARTICLE IV, Item 10, of the bylaws, which states, The board shall appoint a Membership Committee, which may consist of both Board members and Regular members and be chaired by the Vice President.
This might be resolved with a bylaw change, which must be voted on by members at the February Annual Member Meeting, or perhaps by electing Tina as Vice President in March.
(Wendy says she is ready to relinquish that office anyway.)
- John Wolff provided some historical context for why this item of the bylaws was written this way, and asked that we table this issue as well, due to the late hour.
Armine Hacopian urged, let’s not get bogged down with so many restrictions based on history that we end up excluding people.
Armine encourages an “open arms” approach.