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:
Motions Passed:
Action Items:
Items Discussed:
By-Laws Updates and Comments
Agenda Topics for Next Meeting (5/3, 3:00 PM):
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
- For group distribution email to: bendsummitwest@googlegroups.com
- 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