Hiddenbrooke Community Association
Board of Directors Meeting August 11, 2011
Call to Order: The meeting was called to order in the Hiddenbrooke Golf Club Library at 7:09 p.m.. Board members present: Berke, Federowicz, Foo, Jain, Sampayan. Guests: Jim Hayes, Jim Libien, Laura Kukta, Jennifer Pollard, Chris Brittle.
Changes/Additions to the Agenda: Added to the agenda was discussion/vote on a new committee to replace the current Social Committee.
Approval of Minutes of July Board Meeting: Moved by Randy, seconded by Jaunie, that the minutes of the meeting be approved as submitted. Passed unanimously.
Hiddenbrooke Golf Club Report: Eric Thompson submitted a written report; he was attending the Northern California Golf Association tournament (Hiddenbrooke had a team). He reported that 360 folk attended National Night Out. This Friday is the Screen on the Green event, a showing of the film The Incredibles. We also have a Glow Ball Gold tournament scheduled for October and the Halloween party on October 28th, and a wine event, possibly November 4th.
Jaunie pointed out that the pool and spa were worse than last month.
Motion to Amend Bylaws, Appointment of New Directors: Moved by ramona, seconded by Jaunie, to accept the amendment of the bylaws to increase the Board membership to eight, effective August 15, 2011. Passed unanimously.
Moved by Jaunie, seconded by Randy, that Laura Kukta and Jen Pollard be appointed to the Board of Directors, effective August 15, 2011. Passed unanimously.
Liaison Committee to HPOA Update: Chris reported that the new Board consisted of himself as president, Kathy Wildermuth as vice president; Ian is still serving as treasurer and Maria Andres is now the CC&R director. He also said that HPOA contributed $500 to National Night Out. The Hiddenbrooke Improvement District tax was reduced by an average of $500 per home, and after the June meeting, it was reduced again.
As for the graffiti issue, the City is supposed to take care of its property, and Coast has been allocated $5,000 a year to handle the graffiti. Mike Baldwin talked with the City about the problem. All Phase patrols have been extended to the Orchards at night. There’s a big problem with weeds; that’s being turned over to City Code Enforcement. The Welcome Center needs a new trellis, which is also the City’s responsibility.
The City has also promised to schedule a meeting regarding the I-80 overpass; HPOA will publicize it so that residents can attend.
Chris also said that HPOA is not going to charge HCA for the Garage Sale ad in the September newsletter.
Treasurer’s Report: As acting treasurer, Jim Hays reported that the cocktail party lost a little money. He had previously distributed the financials. We spend $130 a month on the McGary Road cleanup – we don’t come close to breaking even. We need to consider a chair to collect donations for the cleanup. Jim will find out about the insurance bill and report back to the Board.
Golf Committee Report: Jim Hays reported that the committee met recently – so far the Swing for Charity has raised about $10,000. They’re still looking for players, sponsors and donations.
Membership Committee Update: Jaunie said that HCA had a presence at the National Night Out, and though she talked with a lot of people and handed out forms, we didn’t have any signups that evening. She plans a better membership drive this coming year. We’ve got about 200 members.
Safety/Security Committee Update: There was no committee report, but Nancy said that we should try for another CPR/ADE training session.
Website Update: Nancy will update the website with the new board information. We also need articles for the website.
Welcome Committee: Randy reported that the Committee made 32 new baskets, and has twelve deliveries to make. He requested more HPOA informational materials for the baskets.
Hiddenbrooke Garage Sale: Ramona asked for volunteers, since she had committed to another event that afternoon. Randy, Jim, Laura and Jen will be helping. Although the Board had already approved $500 for the event, we need to look at sponsorship for coming years.
Park/City Relations: Jim Libien reported that he and Paul Norberg had a good meeting about the park; the School District is in favor of the lease. Claudia Quintana from the City Attorney’s office is putting together the MOU and lease agreement. Marti Brown is on vacation, is due back next week. We do need public input on the design on the park.
Old Business:
Candidates Night: We need lots of folk to attend the candidates’ forum on August 31st – put information on the website, the sign board by the Welcome Center, try for a tag to our website at VCAT. The informal meet and greet will start at 6:00 – hosted hors d’oeuvres and a no-host bar; the forum will start at 7:00. The questions have been determined but we’ll pass a basket for questions from the audience. Nancy and Chris should be the timers.
Joining Chamber of Commerce: Nancy reported that the Chamber would charge us $285 a year for membership as a community organization. Moved by Sasha, seconded by Ramona, to join the Chamber. Passed unanimously. We should talk with Anita Hawke about a press release – but we’re a community association, not a homeowners’ association.
Website Responsibility: Jaunie agreed to take responsibility for the website.
New Business:
New Family Social Committee: After discussion of the new committee it was agreed that it would cover items like lighting, beautification content of the website, e-mail blasts, etc. Moved by Ramona, seconded by Randy, that the new Family & Community Events Committee be created, and that Jaunie will chair the Committee. Passed unanimously. Jaunie and Jen will put together an outline of duties and report at the next Board meeting.
Moved by Nancy, seconded by Randy, that Jen be appointed chair of the Membership Committee.
Moved by Nancy, seconded by Jaunie, that Laura be appointed Board Treasurer, effective august 15, 2011. Nancy will let Ramona know if a resolution is needed for the bank. If so, the vote can be taken via e-mail.
There was also discussion of a trash committee – Jaunie will include that in her Event Committee outline.
Nancy noted that the 4th of July Parade Committee sent us a letter of appreciation.
Moved by Jaunie, passed by unanimous acclimation, that the Board acknowledge the wonderful job Nancy has performed as Board President.
Upcoming Events:
Candidates Night – August 31
Hiddenbrooke Garage Sale – September 17
Charity Golf Tournament – September 25
There being no further business, it was moved by Ramona, seconded by Randy, that the meeting adjourn at 8:50 p.m.
Respectfully submitted,
RAMONA SAMPAYAN
Secretary
HCA Board meeting 8/11/11-1-