Summit West Neighborhood Association
Board Meeting
Meeting Summary
 
Date: April 11, 2018
Time: 3:00 PM – 4:45 PM
Location: Bend City Hall Board Room, Bend, Oregon
 
Attendees:
Bill Bernardy
Byron Buck
Sandra Coats
Richard Gilbert
Patrick Grogan
Diana Lemus
Kathy Schroeder
Bill Moselely
 
Previously Sent Agenda:
  • Approval of minutes and this agenda
  • Quick review of updated Mission Vision Values (MVV) (Please plan to make only strenuous objections)
  • Membership meeting date and time confirmation plus budget implication – Kathy
  • Membership meeting agenda discussion – Kathy
  • Membership meeting and Association publicity plan – Sandy, All
  • Finance update – Pat (report sent separately earlier today – please read in advance!)
  • Website discussion including question about posting minutes – All
  • Brief Report on 4/3 NLA and City meeting – Kathy
  • Brief Report on 4/4 UGB meeting – Richard
  • Brief Report on 4/9 planning meeting plus developer information re another meeting – Bill B
  • Other topics as raised by group
  • Time for next meeting
 
Motions Passed:
  • Motion to approve agenda
    • Motioned by: Bill Bernardy
    • Seconded by: Richard Gilbert
  • Motion to post meeting summaries online
    • Motioned by: Byron Buck
    • Seconded by: Richard Gilbert
  • Motion to accept minor updates to the MVV
    • Motioned by: Byron Buck
    • Seconded by: Patrick Grogan
  • Motion to spend up to $500 on publicity items to promote annual meeting
    • Motioned by: Richard Gilbert
    • Seconded by: Patrick Grogan
 
Action Items:
  • Kathy will make minor revisions to the latest version of the MVV
  • Bill and Byron to do outreach to title companies and HOA management company to help collect email address of HOA board members
  • Sandy will create meeting flyer that can be emailed out
  • Sandy will continue to research promotional items, i.e. postcards, publications, etc.
  • Patrick to follow up with city controller on various questions, i.e. deadline for proposal (for rolled over funds), use of funds for child care
  • Kathy to email out logos for group to vote on
  • Members are asked to review the website and provide feedback
 
Items Discussed:
  • Meeting summary from 3/11
    • Going forward motions will be more carefully captured
    • Agreement to post the summary online
    • Meeting notes will be called “Meeting Summary”
    • No other changes to format discussed
  • Review of Mission, Vision, Values (MVV)
    • Conversation about whether or not to use the word “leading”
    • Kathy will revise and distribute
  • Membership Meeting
    • Planned for May 24th, 6-8pm, doors open at 5:45, Bend Summit HS.
    • Board members should plan on being there at 5:30
    • Agenda will be sent out later along with other details
      • Bill M. suggested that the agenda should include time for neighbors to speak and voice their issues
    • $150 to rent the space and for janitorial services
    • Projector and screen have been reserved
    • Some setup maybe needed
    • Richard offer to help with set up and microphones if needed
  • Publicity Plan
    • Plans were sent out earlier to board members
    • Sandy met with members of the Awbrey Butte NA (ABNA)
      • ABNA found road signs were most effective in getting member to meeting; they were able to get around sign variance for a few days
    • Flyers/meeting notices placed on mailbox clusters and in businesses
    • Bill M. suggested using Facebook as well to push updates out; we can also push updates on city newsletters and FB pages
    • Emails
      • Use HOA to forward emails to their members
      • Firm that does HOA management can be contacted for emails
      • Within S.W. there are 50 HOA’s
      • Byron and Bill will work on reaching out to title companies (should cc Kathy and Debby)
      • Sandy will craft the flyer that can be forwarded in the emails
    • Publications
      • Sandy will look further into physical publications
      • Summit West magazine, deadline has passed and article is in
    • Postcards
      • Can be expensive
      • Sandy will research further to make inform decision
    • Business cards
      • ABNA member have cards and found it useful
      • Will be helpful to have to drive membership
    • Group approved up to $500 in spending for promotion of membership meeting
  • Finance updates
    • Patrick talked with members of ABNA
    • Confirmed fiscal year is from July 1- June 30
    • Money from the city is based on tax lots
    • Summit West NA budge it $3,075 for the year
    • Reimbursement system for Summit West NA:
      • Forms available on NA website
      • Expenses need to fall into specified bucket
      • Individuals must get approval from chair prior to encoring expenditure
      • Treasurer will consolidate/centralize expense and submit to the city
    • Patrick will follow up with city controller on how abuses to the reimbursement system are prevented
    • Question from Bill B. – how are we planning on spending the rest of the funds allotted for this year?
      • Answer- TBD
    • Group should consider submitting a proposal for rolled over funds, 30% limit of total leftover, can be used for projects, events, etc.
      • Patrick to inquire on deadline for proposal
    • Question on whether funds can be used for childcare at the annual meeting
      • Patrick to ask city controller
  • Website
    • Members are asked to review the website and provide feedback
  • Report on 4/3 NLA meeting
    • Kathy attended
    • Question on who can appoint members to the NLA committee
      • NA will appoint reps, then have to be approved by mayor
    • New draft of city code is in the works
      • 1st reading at city council meeting on May 2nd
      • 2nd reading at city council meeting on May 16th
      • Effective 30 days later
    • Next NART meeting on the 19th, Kathy and Sandy to attend
  • Report on 4/4 UGB meeting
    • Bill M. commented – need for a long term comprehensive plan is needed, not just short-term priorities
  • Report on 4/9 planning commission meeting
    • Bill B. attended
    • The university has done a really good job of engaging neighbors and including their feedback
  • Time for next board meeting
    • May 3rd, 3:00 PM
  • Miscellaneous Items:
  • Comments from Bill Moselely:
    • Bend is changing, and people need to understand how and why changes are taking place. Participation is needed to avoid angry reactions.
    • Encouraged the group to be vocal and to be advocates for the neighborhoods
    • He will provide guidance on to achieve the group’s goals
  • Interim Board
    • Kathy suggested that the interim board stay in place until the second membership meeting in October, at which elections will be held for 2-year positions. All agreed.
    • There are 9 board members now
    • It was noted that Summit West committees are another way for neighbors to participate 
  • Issues with email
  • Logos
    • Kathy will send out logos for the group to vote on
 
By-Laws Updates and Comments
  • No changes to the by-laws were discussed
 
Agenda Topics for Next Meeting (5/3, 3:00 PM):
  • Agenda items for next meeting were not discussed
Meeting summary submitted by Secretary, Diana Lemus