Summit West Neighborhood Association
Meeting Notes from Board Meeting
 
Date: March 28, 2018
Time: 5:00 PM
Location: Bend City Hall Board Room, Bend, Oregon
 
Attendees:

• Kathy Schroeder
• Richard Gilbert
• Tiggy Dierdorff
• Debby Dunnabeck
• Sandra Coats
• Patrick Grogan
• Bill Bernardy
• Barbara Foster
• Pam Womack

 
Previously Sent Agenda:

• Agreeing on this agenda which will set preliminary priorities for the Association's work
• Agreeing on preliminary mission, vision, and values as per attached (edits welcome!)
• Scheduling of the Neighborhood Association's Annual Meeting, hopefully in May at Summit High School.  Joshua agreed to help us secure the location and city staff, including hopefully Eric King, for the meeting
• Devising communications and marketing plan about the association and membership, including the meeting notice in various ways - website, brochure, email forwards from HOAs, Summit West magazine notice, Bend Bulletin and Source notices, fliers on mailboxes, etc.
• HOA outreach/representation and how to achieve (Byron come back soon!)
• How to best organize the working committees (leads, etc.)
• Sandy's report from the NART meeting on 3/15 
• Communications policies and practices within this group including membership list, forwards of city info, inclusion of Awbrey Butte folks (see below), etc.
• Topics for next meeting, two weeks later

 
Motions Passed:

• Consent to audio record meeting. All attending consented with a show of hands.
• Agreement on meeting agenda
• Sandy Coats to become co-vice chair
• Meeting adjourned, 6:18 PM

 
Action Items:

• Kathy and Richard to revise mission/vision statements
• Sandy will come up with a communications plan proposal for the group
• Communications Committee to start research project to define boundaries of the neighborhood association.
• Communications Committee will also work to identify contacts from other HOA’s (owner boards).
• Bill and Kathy to work on website, Richard will provide content
• Diana will capture changes to the by-laws

 
Items Discussed:

• Review of mission statement
  • Clarification: businesses within Summit West boundary should be included in the association (i.e. not just residents)
  • Statement should include policies that affect livability of neighborhood
  • Statement should be shorter
  • Statement should include language about “leadership”
• Neighborhood Associate Annual Meeting
  • City is providing $3,000; annual meeting needs to occur before June 30th to get access to funds
  • Targeting May 1-17th
    • Weekday evening, not when other city meetings are taking place (i.e. city council, planning commission), before school year ends
    • Availability of Eric King, City Planner
• Communications and Marketing Plan
  • Communications Committee: Sandy, Debby, Tiggy, Pam, and Barbara [Note: Pam and Barbara have since resigned from the board.]
    • Suggestions:
      • Contact title companies for information
      • Direct mail houses
      • Use of signage in the roundabouts
  • Defining Boundaries Project
    • Communications Committee will take on this research project
    • Review of maps that group has so far
  • Outreach and gathering contact of HOA boards (owner boards)
    • The Communications Committee will take this on as well
  • Web site
    • Kathy and Bill will create the website, and Richard add content
  • Communications working plan
    • Agreed that the current focus is on the annual meeting. After the meeting the board will work on a plan.
• Group Communication Policies and Practices
  • Agreement that:
    • Group has no concerns with Kathy sharing members’ contact information within the group (i.e. board members)
      • Kathy will forward
        
    • No objections to letting Awbrey Butte NA Chair and Vice Chair be on the Google Group
    • Kathy will forward all City information to the group. Members can set individual preferences on how they want to see updates.
• Sandy’s Report of NART 3/15 meeting
  • New proposed organization named NLA (Neighborhood Leadership Alliance), different from NART (Neighborhood Association Round Table) 
  • Brief discussion about the idea that only the chairs or vice chairs of the neighborhood associations should be allowed to attend the NLA meetings
  • Sandy suggested that other members be allowed to attend
  • Kathy will be attending the 4/3 meeting

 
By-Laws Updates and Comments

• By-laws will need to state which board members will attend NLA meetings on behalf of Summit West. Members attending the NLS will need to have the ability to vote on behalf of the chair
• Also need to update total Board member numbers, which in our first meeting we unanimously revised up to 11 for the interim Board
  

 
Miscellaneous Items:

• Motion to make Sandy Coats co-vice chair immediately. The update to her role will be codified after the by-laws are reviewed and finalized
  
• Richard will attend the 4/4 city meeting
  
• Bill will attend the 4/9 city meeting
  

 Agenda Topics for Next Meeting (4/11, 3:00 PM):

• Finance process
  
• Reports on city meetings
  

 Meeting minutes submitted by Secretary, Diana Lemus