Board Meeting Minutes - Sept 10, 2020
Vista Las Palmas Neighborhood Organization Board Meeting
September 10, 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.
AGENDA
Review / Approve Minutes from August Board Meeting (08/13/20)- Board
Review Action Items from August Board Meeting- KFerrer
Treasury / Finance Report - KComer
August Report
Other VLPNO funds projects: ie Blade Signs
Modernism Week 2021 - VLPNO Home Tour- Board
Communication to VLPNO of Withdrawal
Neighborhood- KComer
Street Condition Update
Agave Project
One PS / District 3 Update- SCobrin/KComer
VLPNO Annual General Membership Meeting Planning- STurner/SHightower
Date: November 22nd
O’Donnell Reservation
Agenda
Election & Open Positions
Guest Speakers
Invitation
Communication Updates:- GSwanson
Email Addresses DB- KComer/RMay
Home Addresses DB update: Excel vs Mailchimp
VLPNO website
Next Door
Facebook
Other
Block Ambassador/Captain Initiative Next Steps- KFerrer
Other Board Member Updates
Review/Approve Minutes from August 13th meeting
Board reviewed and unanimously approved minutes from the August 13th, 2020 Board Meeting
Gustav to coordinate w/ Imagine-IT to publish July and August Board 2020 meeting minutes on-line
RECAP / NOTES from August Meeting
COMPLETE: Gustav to publish minutes from July Board meeting
OPEN: 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
COMPLETE: Board to continue search for MW2021 VLPNO Home Tour committee members and homes
COMPLETE: 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
COMPLETE: Board to meet again on Monday, August 24th to discuss status of MW2021 VLPNO Home Tour
COMPLETE: Kermit to send out Calendar Invito to the Board along with a MSTeams meeting invite for August 24th VLPNO Home Tour Update
COMPLETE: 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.
OPEN: Kevin to follow-up with City on Neighborhood Topics: Street Condition
OPEN: 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
OPEN: Kevin to research whether this information: Addresses and Paid Dues can be maintained in Quickbooks
OPEN: Kermit to update Block Ambassador proposal
COMPLETE: Kermit to provide map with streets in our neighborhood that have blade signs and propose where new ones might be added
COMPLETE: Kermit to send out Calendar Invite to the Board along with a MSTeams meeting invite for September 10th Board Meeting
Treasurer’s Report
Kevin provided August 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 reached out to Barton CPA to discuss State of California exemption applications, investigate if the VLP has previously filed these with the State. Kevin will be following up with Barton CPA on this matter to see exactly where we are with the state. Maybe a filing was done under another name and we can change the name to avoid the largest penalties.
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
The Board met Monday, August 24th. During that meeting the Board discussed the lack of 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
Given the uncertainty of the health environment as well as the planning requirements for our neighborhood tour, the Board unanimously agreed to cancel the VLPNO Home Tour scheduled for February 2021 Modernism Week.
Kermit to communicate to the MW2021 Committee our intent to withdraw our request to take part in next February’s 2021 Modernism Week given the uncertainty of the health environment as well as the planning requirements for our neighborhood tour asking neighbors to commit this far in advance.
Kermit to draft up communication informing the VLP neighbors that the Board has decided to cancel the VLPNO Home Tour in February 2021 Modernism Week and send it out to be Board for review and approval. Once approved, mail out via mailchimp and post on FB and NextDoor.
Kermit stressed the importance to start planning early for the Modernism Week 2022 Home Tour Planning. Possibly include in the Annual General Membership Meeting.
One-PS – District 3
Kevin reminded all that One-PS and District 3 meetings are scheduled to resume in mid-September in virtual format
Neighborhood
Kevin to follow-up with Joel Montalvo, MPA, PE Asst Director of Engineering City of PS.
Kevin presented the summary of 'The Agave’ project. This is a new development planned at the corner of Palm Canyon and Stevens. Alternately described as low income housing, homeless housing, affordable senior housing, transient housing.
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
VLPNO Annual General Membership Meeting Planning
The Annual General Membership Meeting (AGMM) regularly takes place the Sunday before Thanksgiving
This year that would be Sunday, November 22nd, 2020
Sally reached out to O’Donnell Club and was able to reserve our usual time slot for the Sunday before Thanksgiving = Sunday, November 22nd, 2020 from 3:00 – 5:00pm.
Sally also obtained quotes for costs: venue & catering, deposit, payment terms, cancellation conditions, etc
Deposit would be refunded if cancellation is caused by City regulation changes due to C-19
Board agreed to host event at the O’Donnell Club as we’ve customarily done along with a Zoom/MSTeams webinar option to allow neighbors to participate taking into consideration current C-19 environment.
Gustav to follow-up with Jeff @ ImagineIT to see if they are able to host and assist with the webinar
Kermit to follow-up with his company to see if they would allow the VLP to use their MSTeams platform for the AGMM
It was brought up that the temperature drops at the end of the meeting once the sun begins to set over the mountain and could we possibly start the meeting earlier say 2:00pm on Sunday. Kermit mentioned that in prior years we couldn’t start earlier on Sunday as the O’Donnell Annual Turkey Trot ends at 2:30pm and they need time to set-up the catering for the VLP AGMM. The Board discussed possibility of hosting the AGMM on Saturday if we could hold the meeting from 2:00 -4:00pm. Scott volunteered to take over for Sally to make this request of an earlier time on Saturday, November 21st.
Kermit brought up the need to help with projecting the message during the Board presentation part of the meeting and asked Scott to inquire whether the O’Donnell Club had a PA system.
Kermit reminded the Board that there are four (4) positions up for election at this upcoming 2020 AGMM. The positions that are up for election are currently held by Sheila Cobrin, Sally Hightower-Lippin, Rebecca May and Kermit Ferrer.
The Board discussed possible guest speakers. It was agreed that we should reach out to the Police Chief and Denise Goolsby, Office of Neighborhoods Manager at City of Palm Springs, to invite them to the VLP AGMM and ask if they would speak at our meeting. Kevin agreed to reach out to both parties.
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.
Kermit to draft a HOLD THE DATE email informing our neighbors of the upcoming meeting date & time, the open Board positions and reminding neighbors to submit topics and/or proposed changes to the By-Laws 30 days in advance of the meeting.
Other Update
Kermit shared the VLPNO Map indicating street corners that currently have a VLP blade sign. Currently most blade signs are posted around the perimeter of the VLP neighborhood. Discussion was had about where to potentially add signs.
Kermit asked each Board member to provide feedback on proposed locations to add signs.
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 follow-up with Barton CPA to assist with CA State exemption and filing
Kermit to communicate to MW2021 Committee withdrawal of VLPNO request to hold a VLP Home Garden Tour.
Kermit to draft communication to neighbors of VLPNO Home Tour in the Modernism Week 2021 withdrawal. Once approved, Board to publish via Mailchimp, FB and Nextdoor
Scott to reach out to the O'Donnell Club and inquire about the possibility to move VLPNO AGMM to Saturday, November 21st if an earlier time (2:00 – 4:00pm) is available; ask if the O’Donnell has a PA system; finalize the date and time for the AGMM and book it
Gustav to follow-up with Jeff @ ImagineIT to see if they are able to host and assist with the webinar
Kermit to follow-up with his company to see if they would allow the VLP to use their MSTeams platform for the AGMM
Kermit to draft communication on AGMM Hold the Date. Once meeting date is finalized and booked, Board to publish via Mailchimp, FB and Nextdoor
Kevin to reach out to possible guest speakers: PSPD Police Chief and Denise Goolsby, Office of Neighborhoods Manager at City of Palm Springs; invite them to the VLP AGMM and ask if they would speak at our meeting.
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
Board members to provide Top 5 intersections to add VLP Blade signs
Kermit to send out Calendar Invite to the Board along with a MSTeams meeting invite for October 8th Board Meeting