Presentation on theme: "BOARD MEETING Sept 19,2013 Month Focus: Business Organization Community Association 1."— Presentation transcript:
BOARD MEETING Sept 19,2013 Month Focus: Business Organization Community Association 1
WESTON RANCH COMMUNITY ASSOCIATION BOARD of DIRECTOR’S REGULAR MEETING (PROPOSED AGENDA) September 19, :30-7:45 PM Weston Ranch Library I.Call to Order- Quorum A. Greeting of Guests (awards) II.Excused Absence WEST (1 min) 2
III. Additions to AGENDA- Approval FLOOR/BOD (3 min) 3 WESTON RANCH COMMUNITY ASSOCIATION BOARD of DIRECTOR’S REGULAR MEETING
4 I.Approval Minutes A.BOD Retreat 1 B.BOD Retreat 2 C.BOD Reg Meeting 9/19 D.Member Meeting/Awards 8/25 JOCELYN (6 min) UNAPROVED MINUTES OF THE ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY ASSOCIATION AUGUST 25, Sunday 2013 TIME: 12:30 ‐ 3:00 ROLL CALL (Who signed in; Estimated total 118) Members Present: W. Walker, S. Singh, H. & T. Campagna, C & M. Drain, L. Martinez, S. Tinsley, A. & R. Smith, A. Johnson, B. & J. Hillyard, A. Silva, P. Juarez, M. Tinsley, D. Sounng, P. Ostertag, E. Ostertag, O. Hurtado, A. Drain, E. & A. Aguilar (23) Guests: B. Torres, Cody, Brian, K. Stunch, B. & M. Julen, K. Ostertag, A. Cooper, H. Brunold, S. Griffin, S. Fant, M. Keough, T. Gregg-Ramirez, R. Kearney, B. Tingle, C. Stites, K. Ostertag, K. Rodgers, S. Murphy, A. Holdener, C. Sass
5 President Walker gave his report (as required by Bylaws) as follows: A.PURPOSE OF ASSOC: The WESTON RANCH COMMUNITY ASSOCIATION is a (pending) nonprofit established to build membership and neighborhood outreach to effectively assist our government agencies, code enforcement, police, and others. This neighborhood organization will build a “voice” and “standing” for Weston Ranch as per the vision of Stockton Planning Dept., the Weston Ranch Developers, and as described in the CC&Rs. The unit committees and elected “Representatives” serve as the Board of Directors of our Association. Walker also discussed the forming of Neighborhood Watch blocks. ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY ASSOCIATION
6 B.STANDING COMMITTEES: The CCR Committee (called Alterations/Architectural Committee “AC”) serves to protect those who are, or can be found, in violation of code enforcement. In granting a temporary variance (working with “Handyman Ministries”) volunteers are given the time to assist in making the necessary repairs to the qualified residents to return them to compliance. Walker also described the Welcome Wagon, Youth Advisory Council, Graffiti Abatement, Levee Cleanup, Fundraising, Security Surveillance Alliance, Literacy Campaign, and Pet Rescue. C.NEXT EVENTS: Walker described the Spirit Stockton Festival Aug 31, Love Stockton-Weston Ranch on Sept. 28 th, the Literacy Campaign, and Membership Outreach. ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY ASSOCIATION
7 D.STATE OF ORGANIZATION: Walker described our meetings are held the 3rd Thursday at WR Library 6:30. The formation of the association started on July 1st to answer the call of forming the ONLY member ‐ based, resident ‐ ran organization in our community. We did not have a community association. The Association has over 600 “likes” on our Facebook page and nearly 100 members. We are a community owned, community ran organization. We currently have the “founding Directors” who serve for the initial year to help stabilize the association. Residents own and run the association, as explained in our Bylaws. We have successfully organized over 7 Neighborhood Watches in this short time, and formulated the first organized neighborhood with CCR Committee Representation. Walker mentioned today is one of our new Annual Events, which we wish to run on a scheduled yearly basis. We have other activities potentially planned such as: Movies in the Park, Readers ‐ Are ‐ Leaders Award Ceremony, Crab Feed, Easter Egg Hunt, Hi ‐ Neighbor Parade, and some other ideas we are still working on. We hope to make Weston Ranch a revived and exciting place to live ! ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY ASSOCIATION
8 ANNUAL FINANCIAL REPORT: Treasurer Tom Campagna briefly mentioned how donations are needed. (Further discussion tabled until full Reports Completed). OPEN FORUM: Promotion of future events in the community were discussed. V AWARDS : Mayor Anthony Silva conducted meeting as MC. He mentioned his appreciation of the Manteca Bulletin article concerning the event, and the Community Association’s organization of the event. The awards (plaques and certificates) donated by Mr. Walker were as follows: DEDICATED ELECTED OFFICIAL: Mayor Anthony Silva (MUSD BOD Sam Fant, Stockton City Council Michael Tubbs) POLICE OFFICER APPRECIATION: SUSD BEN TORRES (SPD Lt. Sajor, SPD CSO A. Cooper) YOUTH ACTIVITIES: Coach Paul Ostertag (Coach Clemon Drain, Pres. WR Little League Mike Keough) III.ANNUAL FINANCIAL REPORT: Treasurer Tom Campagna briefly mentioned how donations are needed. (Further discussion tabled until full Reports Completed). IV.OPEN FORUM: Promotion of future events in the community were discussed. V AWARDS : Mayor Anthony Silva conducted meeting as MC. He mentioned his appreciation of the Manteca Bulletin article concerning the event, and the Community Association’s organization of the event. The awards (plaques and certificates) donated by Mr. Walker were as follows: DEDICATED ELECTED OFFICIAL: Mayor Anthony Silva (MUSD BOD Sam Fant, Stockton City Council Michael Tubbs) POLICE OFFICER APPRECIATION: SUSD BEN TORRES (SPD Lt. Sajor, SPD CSO A. Cooper) YOUTH ACTIVITIES: Coach Paul Ostertag (Coach Clemon Drain, Pres. WR Little League Mike Keough) ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY
9 BEST VOLUNTEER ORGANIZATION: Boys & Girls Club BOARD APPRECIATION: Bouncing Good Time: Jennifer Bucheit BEST NEW EFFORT: (tie) H.O.P.E. (Glenn Jose) and Traci Gregg ‐ Ramirez (Rochell Williams) INDIVIDUAL VOLUNTEERISM (3): Anne Smith, Richard Smith, Mitzi Stites (Tyra Vickers ‐ Kearney, Shawn Tinsley, Matthew Julien, Dee Vickers, Yvonne Trevino, Becca Julien, Robert Kearney, Dale Fritchen) YOUTH UNDER 18: Brian Tingle, Chris Stites, Kyle Ostertag, Katy Rodgers, Shawnice Murphy, Apryl Holdener, Cody Sass SPECIAL RECOGNITION: Jocelyn Hillyard Recipients present addressed their events and organization while giving appreciation. Some recipients unable to attend had others receive their awards for them. A group of absent recipients will be able to pick up awards and receive public recognition at any scheduled Community Association meeting. ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY
10 BOOK GIVE ‐ AWAY was promoted as part of the Family Day in the Park (Sept 21 University Park ) and the Community Association Literacy Campaign. VOLUNTEERS NEEDED: Addressed was the need for Welcome Wagon Committee members to assist with the greeting of the estimated 35 new lots sold monthly in Weston Ranch. Volunteers are also needed to help write an article to promote their organization or group in a monthly newsletter. Finally, a key need are volunteers for the Handyman Ministry and Love Stockton events scheduled for Sept 28. PINATA was a hit with prizes and piñata donated by Mr. Walker POTLUCK and barbeque was very successful with multiple members of the community enjoying the wide variety of food. BOUNCEHOUSE with the theme “Super Heroes” was a perfect fit, donated by ajumpinggoodtime.com BANNERS: Donated by Tom Campagna and Jocelyn Hillyard’s family. ADJOURN Next Board Meeting: Sept 19 th, Thursday WR 6:30. RAFFLE PRIZES were awarded to the new members who signed up during our raffle promotion: Winners were: O. Cruz won the MP3 Player. K. Boyd and C. Turner won sun glasses. ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY
11 ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY
13 ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY ASSOCIATION
14 ANNUAL MEMBERSHIP MEETING OF WESTON RANCH COMMUNITY ASSOCIATION
15 UNAPPROVED MINUTES WESTON RANCH COMMUNITY ASSOCIATION BOARD OF DIRECTORS MEETING JULY 18, :30-7:45 PM Weston Ranch Library I.Call to Order 6:32 PM- Quorum Established (Absent: R. Smith, G. Brooks) II.Additions to AGENDA- Resignation of BOD and Nominations to Advisory Panel III.Resignation of Board Director Gordon Brooks (job relocation) accepted. IV.Advisory Panel: Nomination, Discussion, and Approval of Gordon Brooks, Aaron McDonald, Pat Hampton, and Larry Wible as being Advisors to the Board. V. Approval Minutes: Tabled VI.City / Officials Reports: Mayor Silva showed a survey conducted by an independent 3 rd party: Silva’s Approval rating 52%, City Council 43%, City Manager 30%.. Crime is down. 71% would approve if the new tax guaranteed Police. Need 344 officers to get a grant to add 17 more (361 total). We need 461 according to statistics. It is important to pass the tax. It does call for a Citizens Oversight to protect the money. Citizens need to be vigilant and ensure money is spent as promised. Stockton has high fees, and that does not make it business friendly. An example is how it only costs $4-8,000 in permit fees for a new home in Lodi, but a minimum of $46,500 in Stockton.
16 VII. Public Comments: Questions and Answers were presented to Mayor Silva. VIII. Founding Directors and Officers were selected and discussed: a.President: Motion made, seconded (Jocelyn, Susan) West Walker to be President. No opposition b.Vice President: (Tom, Jocelyn) Susan Adams as Vice President. No Opposition c.Secretary: (Susan, Tom) Jocelyn Hillyard. No opposition d.Treasurer : (Susan/Jocelyn) Tom Campagna. No opposition IX. CONSENT AGENDA (Actions Without a Meeting) a.Web page was shown to audience 1. Membership Drive, Fundraising, Volunteer Drive, Graffiti and Pet Rescue, Bike Club, Literacy Campaign, Calendar: Were all agreed to as structures and committees of the Community Association. Unanimous Consent. 2.Events : Board unanimously approved the Awards Membership Meeting, and Spirit Stockton event. b.Face Book : The growth of over 300 likes were discussed, and the need to differentiate between community service announcements and the post of crime on Neighborhood Watch Facebook pages. c.Canvass – Membership Outreach (Tabled due to time)
17 X. OLD BUSINESS (Action Items) A.STANDING COMMITTEES (Descriptions were provided, yet not further discussion due to time) 1. Code Enforcement (all 8 BOD’s by CC&R Units)- AC Committees 2. Neighborhood Watch/ Crime Prevention/ Safety/Code Enforcement 3. Event Planning 4 Graffiti Abatement 5. Website- Communications (WR News) 6. Government Affairs 7. Youth Activities- Literacy Campaign 8. Fundraising 9. Public Relations (Signage, Press Releases) 10 National Night Out 11. Membership Drive/Canvassing B. MEDIA EVENTS CALENDARED (Tabled)
18 XI. NEW BUSINESS (Information Items TABLED) A.COMMITTEE REPORTS (Tabled) B.DIRECTORS REPORTS C.NEXT MEETING DATE: MEMBERS AWARDS Paul Weston Park 8:30 D.ADJOURN AS COMMUNITY ASSOCIATION BOD’s AC COMMITTEE I. (TABLED DUE To TIME) CALL TO ORDER: CC&R Committee Unit 11 Representative(s) 1.Public Filing Unit 11 (tabled) II. ADJOURN AS CC&R COMMITTEES and BOARD DIRECTORS 8:00 PM Respectably Submitted, Jocelyn Hillyard, Secretary WR Community Association
19 V. City / Officials Reports MAYOR SILVA 10 min SPD MUSD TORRES 5 min
20 VI. Public Comments FLOOR (10 min)
21 TOM (1 min) I. ADVISORY PANEL INTRO/COMMENTS Aaron MacDonald Pat Hampton Larry Wible
22 VIII. BYLAW ADOPTION (Review a section per month?): “SEPT: Overview” A.Membership (Associate/ Sponsors) WEST (10) TWO TYPES OF MEMBERSHIP (one vote per address): MEMBER: Lot Owner (who voted for the CC&R Unit) ASSOCIATE MEMBER: Renter, business, elected official, clergy, school administrative or credentialed educator or coach, Board of Director of a nonprofit, or a sponsor of the association. BOARD OF DIRECTOR: Must be Owners, voted for two-year terms, two hours minimum of monthly approved association service, may not miss two consecutive unexcused meetings, maintain a positive representation of the association. --Founder Directors serve 1 st year, terms expire Aug Elections held for staggered 2 year terms.
23 VIII. BYLAW ADOPTION (Review a section per month?): “SEPT: Overview” A.Membership (Associate/ Sponsors) ADVISORY GROUP: Leaders selected and nominated by Board. Sits at table with board, engages in discussion, nonvoting alternated to BODs, do not count for quorum. Also 2 hours donated monthly. Benefits Membership: (Property Value, Direct Communication, Discounted Events, MEETINGS: Membership Meetings: Minimum 2 per year Special Meetings called by Members as needed Board Meets monthly (when no Membership Meeting) Agenda: Members may add an item to any agenda, BOD approves Quorum: For members, those present. For BOD: 50%+1
24 MEETINGS (continued): Participation: Any person in good standing may be heard at any meeting. BOARD DIRECTORS: Six Directors are “Representatives” of specific CC&R Units serving on the AC Standing Committee. The 7 th Director is a Government Official who does not serve on the AC Committee or vote on issues concerning lot owners. GOOD STANDING: All Membership is expected to follow the bylaws, CC&Rs, and not harass, annoy, or retaliate against neighbors or government agencies as a representative, or acting as a member, of this association. Temp Suspension, Potential removal.
25 COMMITTEE(s): Alterations Committee (AC): Association Board of Directors serve as the Representatives to those unit committees they are eligible. Additional local residents may serve on local unit committee with the Director. Unit Committees select a BOD to serve as their Representative, the BOD’s act as the AC Committee initially at formation, or until local residents assist in unit governance. This centralization is to assist with the AC Mission of aiding those homeowners in distress, removal of blight, and rentals in violation of CC&R compliance, in short to protect the Planned Development. CC&Rs are the Stockton Municipal Code, with the exception specific variances and permissions for small signage, potential nuisances, allowances for certain commercial vehicles, number of pets, extreme antennas, certain fencing, basketball backboards, roof protrusions.
26 AC COMMITTEE (CONTINUED): Each individual in Weston Ranch can enforce the CC&Rs. The AC also has similar enforcement rights as stipulated in the CC&Rs. The mission of the AC and this Association is not to be enforce unless there are repeated gross violations, excessing blight, and reckless disregard for the safety and well being of the community. Landscaping is an example of Municipal Code and CC&R obligations that affects the communities’ property values if not maintained.
27 VIII.E. BYLAWS: MOTION TO ADOPT (OUT OF ORDER) XII. Old Business A. 501(c)3 FUNDS: Seeking Donation(s) ($400) I.BYLAW ADOPTION (Review a section per month): “SEPT: Overview” A.Membership (Associate/ Sponsors) 1. Benefits (Property Value, Direct Communication Discounted Events, B.BOD (Eligibility/Duties/Ethics) C.Meetings D.AC (CC&R Committee) E.Motion to Adopt
28 IX. COMMITTEE REPORTS/Appointments: (2 hours a month found here:) This is our REQUEST TO THE COMMUNITY for assistance! We need volunteers! A.Government Affairs Graffiti Busters (Co-Chair: Anthony /Dale) Dale/Anthony (3)
29 B.Membership Date of Monthly Canvass:___ New Members August: 12+ (Chair: Susan) Susan COMMITTEE REPORTS: WE NEED YOU!! Do YOU have 2 Hours?
30 C.Neighborhood Watch Updates Meeting Schedule (Co-Chair: Tom/Jocelyn) Jocelyn/ Tom (2) COMMITTEE REPORTS: WE NEED YOU!! Do YOU have 2 Hours?
31 COMMITTEE REPORTS: WE NEED YOU!! Do YOU have 2 Hours? D.Pet Rescue Website/ Free Kittens (Need Chair) ________(1)
32 COMMITTEE REPORTS: WE NEED YOU!! Do YOU have 2 Hours? E.Handyman Ministry Love Stockton Event/Signups (Chair: West) West (2)
33 COMMITTEE REPORTS: WE NEED YOU!! Do YOU have 2 Hours? F.Publicity (Chair needed-) Richard (2) G.Welcome Wagon -Ready for Leader(s) (Chair needed-) West (2)
34 COMMITTEE REPORTS: WE NEED YOU!! Do YOU have 2 Hours? H. Literacy –Tutoring (Chair needed) West (1) /article-Fifth-grade-class-scores-reading-first Read More :http://www.tracypress.com/view/full_story/ /article-Book- bonanza-at-Central-School?instance=home_news_bulletshttp://www.tracypress.com/view/full_story/ /article-Book- bonanza-at-Central-School?instance=home_news_bullets
35 Read More: KMNet/R E 0190.pdf KMNet/R E 0190.pdf HELP OUR COMMUNITY MAKE NATIONAL NEWS! We need a committee to help our parents, students, and adults improve their reading levels! Let’s set a Meeting Date!
36 COMMITTEE REPORTS: WE NEED YOU!! Do YOU have 2 Hours? Fundraising: We are ready for our online Store! Our canvassing of products to sale! Commissions and Prizes! Who can help? (Need Chair) West (2)
37 COMMITTEE REPORTS: WE NEED YOU!! Do YOU have 2 Hours? J. Youth Activities (Need Chair)_______(1)
40 I.CONSENT AGENDA (Actions Without a Meeting) A.Home of the Month (need signatures; discussion on availability of BOD) AUGUST 2013 HOME OF MONTH SUBMIT PHOTOS by 25 th Finalists Agree on Promo Vote Online by 1 st Winner: Certificate, Movies/Pizza, sign in yard, Newsletter and Websites.
41 I.EVENTS (not discussed under Committee Reports) A.SPIRIT STOCKTON (photos/ 300 Books+) i. Jenna Hillyard assisted in book distribution
42 XI. EVENTS B. Latin American Independence Day Celebration Award C. Binders/ Calendars Distributed (Tabled) WEST
43 XII. OLD BUSINESS (Action Items) A. 501(c)3 FUNDS B. ANNUAL PROPOSED BUDGET (Update) 1.Tabled for Next meeting C. APPROVAL OF EXPENSES (Tabled Next Meeting) D. APPROVAL OF PROMISSARY NOTE(S)-Tabled E. BANK ACCOUNT BALANCE TOM:
44 I.NEW BUSINESS (Information Items) A.Newsletter Duties: words max (4 pages) 1.President’s Message (Walker) 2.Guest Article (Who will find:_________) 3.Homes of the Month (McKeever) 4. School News (Scroll websites, pay attention to sports pages: _________) 5. Youth Activities (sports, etc.: ______________) 6. Neighborhood Watch (meetings and trends/discussions/ # Active report:__) 7. Crime Report (trends/map:___________) 8. Welcome Wagon (# new members, Sponsors? Committee? _________) 9. Volunteer Corner (who is doing what, needs? Handyman Ministry, Canvass: ____) 10. Events (Calendar and updates, reports:_______)
46 IX. DIRECTOR REPORTS A.NEXT MEETING DATE: BOD MTG OCT 17 6:30 Weston Ranch Library X. ADJOURN AS COMMUNITY ASSOCIATION BOD’s
47 ALTERATIONS (CC&R) COMMITTEE MEETING: This is a separate group of the Board of Directors, who have been duly elected by the majority of members to represent member assorted 78 units in Weston Ranch, as authorized under ART III in the CC&Rs. XI. CALL TO ORDER: CC&R Committee Unit 11 Representative(s): 1.COMMITTE UNIT 11 ACTION: Public Filing Unit 11 as organized with over 51% approving membership 2.COMMITTEE UNIT 11ACTION: Vote for REPRESENTATIVE: ____________ 3. NEW BUSINESS (all Units): XII. ADJOURN AS CC&R COMMITTEE(S)