Board Meeting Minutes - Aug 13, 2020
Vista Las Palmas Neighborhood Organization Board Meeting
August 13, 2020 4:00pm
Virtual Call via MSTeams
Meeting Objective: VLPNO Board Updates
The following board members/attendees were present: Scott Turner, Kevin Comer, Gustav Swanson, Kermit Ferrer, Sally Hightower Lippin, Rebecca May.
AGENDA
Review / Approve Minutes from July Board Meeting (07/09/20)- Board
Review Action Items from July Board Meeting- KFerrer
Treasury / Finance Report- KComer
July Report
Donations:
Checks, Check Distribution, Neighbor Collections- KComer
Communication GSwanson/RMay
Other VLPNO funds projects: ie Blade Signs
Modernism Week 2021 - VLPNO Home Tour- Board
Identify Committee Members & Tour Captain
Update on search for homes (min. 8)
Neighborhood- KComer
COVID-19
Street Condition Update
One PS / District 3 Update- SCobrin/KComer
VLPNO Annual General Membership Meeting Planning STurner
Communication Updates:- GSwanson
Email Addresses DB- KComer/RMay
VLPNO website
Next Door
Facebook- RMay
Other
Block Ambassador/Captain Initiative Next Steps- KFerrer
Other Board Member Updates
Review/Approve Minutes from July 9th meeting
Board reviewed and unanimously approved minutes from the July 9th, 2020 Board Meeting
Gustav to coordinate w/ Imagine-IT to publish July Board 2020 meeting minutes on-line
RECAP / NOTES from July Meeting
COMPLETE: Gustav to make the following VLPNO website updates:
Publish minutes from June Board
OPEN: Kevin, Scott and Kermit to set-up co-signer’s on VLPNO bank accounts
COMPLETE: Kevin to reach out to Denise Goolsby for other CPA references in PS that are familiar with Neighborhood Organizations and tax filing requirements as a back-up
COMPLETE: Gustav to re-draft up VLPNO communication #2 to Thank neighbors who personally provided matching donations
OPEN: Board to continue search for MW2021 VLPNO Home Tour Captain
OPEN: Gustav to draft up communication calling out for Tour Committee members and Tour Homes to be emailed, posted on FB, NextDoor and VLPNO website
COMPLETE: Kevin to follow-up with City on Neighborhood Topics: Street Condition
OPEN: Board members – Block Ambassador assignees to begin outreach to neighbors
OPEN: Kermit to update Block Ambassador proposal
COMPLETE: Kermit to deposit membership donation $50 into VLPNO Chase account
COMPLETE: Kermit to scan new VLPNO Membership form and deposit and share with the Board
COMPLETE: Scott to write a welcome message to the new neighbors
COMPLETE: Kermit to send out Calendar Invite to the Board along with a MSTeams meeting invite for August 13th Board Meeting
Treasurer’s Report
Kevin provided July Financials via email to the Board prior to the meeting
July reporting included
Account Reconciliation
Income Statement
Chase Bank Statement
Kevin went through the VLPNO account balances
Kevin heard back from Lyle Purcell at MMGCCPA. Lyle reviewed MMGCCPA’s Vista Las Palmas files and confirmed that a California exemption application was not prepared or filed by their firm. Nor were any annual California tax returns prepared or filed. His recollection is that after receiving the federal exemption letter and preparing the 11/30/16 federal form 990-N, he was informed that one of the board members was a CPA and that the VLPNO would handle future filings. Lyle said that at this time, based on the number of nonprofit clients MMGCCPA assists, they respectfully decline to engage in services for the Las Palmas Neighborhood Organization.
Kevin said that he got a couple of references for CPA’s and that he would be reaching out to them.
We still need another two (2) signers: The Board agreed that this will be Scott Turner, VLPNO Board Chairperson & Kermit Ferrer, VLPNO Board Secretary. This will be set-up once regulations permit for us to go to the bank to complete the signature paperwork.
MW2021 – VLPNO Home Tour
Kermit shared the calendar of events and submittals that we due to MW2021 committee.
Kermit informed the Board that our request to host a VLP Landscaping Home Tour was approved by MW2021 committee, noting that the ticket price will need to reflect the change in outdoor viewing only. He shared that Modernism Week’s Modern Garden Tour is historically popular and that it will also be organizing a tour for 2021. The tour price for the Modern Garden Tour is normally $75.00 and includes presentations, book signings mid- century and contemporary landscape architecture and design and at least 10 homes.
MW2021’s vetting process will be conducted in the same manner as they do for the home interior tour’s curating.
The Board also discussed adding Vintage Cars to the VLPNO Exterior Home Tours.
Kermit reminded the Board that we still don’t have a Tour Organizing Committee, Tour Captain/Deputy nor Tour Homes
Board agreed to send out an email informing the VLPNO of our new home tour format: ‘Outdoor Living – Home Exteriors and Vintage Cars’ , a call out for home owners to requesting homes and volunteer VLPNO MW2021 Home Tour organizing committee members.
Gustav to draft up communication calling out for Tour Committee members and Tour Homes to be emailed, posted on FB, NextDoor and VLPNO website. Responses to be received no later than Friday, August 21st.
In addition to email, Board members to reach out their neighbors and friends to see if they’d be interested in participating in the committee and/or have their home on the tour.
The Board will reconvene on Monday, August 24th to review responses on neighbors who have come forward to be on the MW2021 VLP Home Tour committee as well as those who have signed up to have their homes on the tour
One-PS – District 3
Kevin reported that there was no District 3 July meeting
Kevin also indicated that One-PS meetings are scheduled to resume in mid-September in virtual format
VLPNO Annual General Membership Meeting Planning
The Annual General Membership Meeting regularly takes place the Sunday before Thanksgiving
This year that would be Sunday, November 22nd,2 020
Kermit reminded that per By-Laws AGMM invite must go out at least 30 days prior to the meeting. Invite should go out mid-October. Board needs to start meeting planning.
Considering current C-19 environment, we have two options:
Plan A: Hosting the event at the O'Donnell Club as we've customarily done.
Plan B: Zoom/webinar option for our Annual Meeting is a good idea.
We should pursue both options so that we may properly make the wise decision and plan accordingly
For Plan B: It appears that current option is to use Kermit’s Teams meeting. Kermit is going to investigate capacity. Kermit also recommended that we do a test run prior to making a decision.
Sally to reach out to the O'Donnell Club and inquire about the Club’s operating conditions. If they’re planning to open, Sally to request reservation for our usual time slot for the Sunday before Thanksgiving = Sunday, November 22nd,2020 as well as quotes for costs: venue & catering, deposit, payment terms, cancellation conditions, etc.
Neighborhood
Kevin to follow-up with Joel Montalvo, MPA, PE Asst Director of Engineering City of PS.
Communication
Rebecca, Gustav and Scott to work on updating Excel database to maintain a list of neighbors who are VLPNO members by address as well as those who have paid dues
Kevin to research whether this information: Addresses and Paid Dues can be maintained in Quickbooks
Block Ambassador/Captain Initiative
Kermit to update proposal and present to the Board
Other Update
Kevin proposed the possibility of having an Annual Fund Raiser much like other organizations in our community.
Kermit mentioned that most neighbors asked to donate to the Food Bank asked if their donation was tax deductible. Kevin said yes. Kermit suggested that this Fund Raiser could be the focus of our Annual meeting. We could showcase the 2020 donations. Last year’s main topic was new By-Laws.
ACTION ITEMS:Gustav to publish minutes from August Board meeting
Kevin, Scott and Kermit to set-up co-signer’s on VLPNO bank accounts
Kevin to reach out to CPA references to assist with exemption and filing
Board to continue search for MW2021 VLPNO Home Tour committee members and homes
Gustav to draft up communication calling out for Tour Committee members and Tour Homes with new format: Gardens, Outdoor Living and Vintage Cars to be emailed, posted on FB, NextDoor and VLPNO website
Board to meet again on Monday, August 24th to discuss status of MW2021 VLPNO Home Tour
Kermit to send out Calendar Invito to the Board along with a MSTeams meeting invite for August 24th VLPNO Home Tour Update
Sally to reach out to the O'Donnell Club and inquire about the Club’s operating conditions, reservation for VLPNO AGMM for our usual time slot for the Sunday before Thanksgiving = Sunday, November 22nd,2020 as well as quotes for costs: venue & catering, deposit, payment terms, cancellation conditions, etc.
Kevin to follow-up with City on Neighborhood Topics: Street Condition
Rebecca, Gustav and Scott to work on updating Excel database to maintain a list of neighbors who are VLPNO members by address as well as those who have paid dues
Kevin to research whether this information: Addresses and Paid Dues can be maintained in Quickbooks
Kermit to update Block Ambassador proposal
Kermit to provide map with streets in our neighborhood that have blade signs and propose where new ones might be added
Kermit to send out Calendar Invite to the Board along with a MSTeams meeting invite for September 10th Board Meeting