FINAL MINUTES Board of Directors Meeting of 11 May 2016 ...
FINAL MINUTES of the
Board of Directors Meeting of 11 May 2016 at San Terra Properties
Tierrasanta Foundation Board of Directors
Officers
Directors
P P P P
Eric Germain, President & Treasurer TK Keliinoi, Vice President, Community Engagement Lisa Leonard, Vice President, Fundraising Joyce Muinos, Secretary
P P P P P
Dick Rees Carmen Cruz Kim Klecan Mike Swenberger Rosa Germain
P = Present A = Absent
The TF Board meeting convened at 5:07 PM with a quorum of 8 present. Director Cruz joined the meeting after item 8. Director Rees delivered $72 from 2015 calendars sold at Ace Hardware. ITEM 2. Approval of the Minutes. There were no changes to the minutes. Motion: Keliinoi / Swenberger TF approves the February minutes. Passed: Unanimously ITEM 3. Treasurer’s Report. Treasurer Germain presented the financial report: TF has $55,548 in the bank and $0 in the PayPal account. The ledger balances are unchanged. The few recent bank transactions were reviewed. Other notes:
Director Klecan showed the board a letter received from the Armed Services YMCA thanking TF for its donation to the “Christmas you Missed” event (attached at the end). TF’s mailbox is up for renewal, and the 1-year fee is $120. There was no objection to making this payment. The recent domain renewals and web hosting expenses were reviewed.
ITEM 4. Tierrasanta “Old Time Rock & Roll Dance Party”. Event Director Muinos reviewed the planning for the OTRR event. Director Cruz will contact Dave Vincent to see if the car club wants to participate. She stated an intention to give 2 free admission tickets to people who bring vintage cars for show and there was no objection.
11 May 2016
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Meeting Minutes of the Tierrasanta Foundation Board of Directors Other notes:
Muinos will make a determination on whether to include the Fred Astaire dance troupe again this year. It was noted the outdoor basketball courts still have not been redone, and if this remains the case then the cars can once again be located on the court. Otherwise they will have to be parked on the grassy area. A draft ticket design was presented and changes were suggested. A proof will be printed for review at the next committee meeting. After that we will print 200 tickets. A draft poster design was presented and changes were suggested. A few details need to be finalized (Fred Astaire and the vintage car show) before we can print a first round of posters. Muinos noted the photo used on the tickets and the poster might not be the photo preferred by the Rockhounds band. She will verify this. San Terra Property’s new phone number is 858-832-7800.
The next meeting of the OTRR committee is set for Tuesday, May 17th at 5PM on the Andiamo patio. After the committee meeting interested members are invited to a pub crawl in Kearny Mesa to seek out beer donations. ITEM 5:
Tierrasanta 5K and Fun Run. Vice President Leonard reviewed issues. Notes:
Leonard reported that Secretary Muinos and Director Cruz are assigned with obtaining event sponsorships. She announced the souvenir shirt would be orange long-sleeve T-shirts in recognition of the event’s Halloween theme. She announced the chip timer was signed up and ready to support the event. She wants to have a special ticket category with discounted price for age 65-and-over in the fun run/walk event in order to attract more participants. She noted problems in communications and the participation of T-CERT and FOTC. In order to improve this, she wants a pre-event meeting to go over these details. Secretary Muinos is responsible with contacting the firefighters’ union for a grant.
ITEM 6: Christmas in Tierrasanta 2016. Vice President Keliinoi and Director Klecan commented on the CIT event. They agree to moving the event area to the paved area immediately adjacent to Country Wine and Spirts. The event will be held on December 3 from 4PM to 8PM like last year. ITEM 7: Event Insurance. Germain commented that he was working on insurance coverage for OTRR and CIT in a combined package, possibly to get a cheaper rate. The CIT quote will not include a snow patch as this changes the deal and will add at least $300 to the cost. ITEM 8: County Grant Request. The board of supervisors will hold grant hearings on 14-15 June. TF’s day will be about 3PM on Wed 15 June. Director Cruz arrived. ITEM 9: Bandstand Maintenance. The Chair showed the quote from Treebeard and asked the board to approve $255 to perform the needed bandstand maintenance: 1. 2. 3. 4.
Re-grout the paver surface with fine sand Clean the surface Seal the surface (weather and anti-graffiti seal) Obtain permits and permissions needed to do the work
11 May 2016
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Meeting Minutes of the Tierrasanta Foundation Board of Directors
Motion: Muinos / Rees TF approves spending $255 for bandstand maintenance. Passed: Unanimously ITEM 10. Community Benches. The Chair showed Treebeard’s quote for $2400 for eight benches. The funds for these were approved by vote of the board in February. Treebeard provided nine locations recommended for new benches and now TF needs to pick the locations. Vice President Leonard noted that the benches on Viacha Drive are all in bad shape and need to be replaced. Vice President Keliinoi recommend interested members do a tour of the proposed sites and report back to the board. Muinos and Germain still have the action to come up with wording for commemoration plaques to go on these new benches. ITEMs 11 & 12: TF Website. The Chair presented slides of the new site and commented on the need to move content from the old site. Included in this is photos of certain board members and a short bio for each. TF could pay $500 to have this done but VP Keliinoi and Germain will try to complete this on their own. ITEM 13: Patriots Day. The Chair described the day’s events. TF needs to set up its booth by 8AM. Director Cruz and her daughter will ride in the parade with the Germains. San Terra Properties are also in the parade but they’ll be walking. VP Leonard departed. ITEM 14: Ascension’s Fiesta. The Chair described how Fiesta is a unique event with lessons that could benefit TF. He encouraged everyone to visit the event planned for 3-5 June. ITEM 15: Movie in the Park. Secretary Muinos suggested that the TF sponsor the event. She and Director Cruz will set up and man a booth at the event on June 18th. Motion: Muinos / Cruz TF approves spending $250 to be an event sponsor. Passed: Unanimously Member Commentary.
Secretary Muinos plans to lead a TF participation in the next Relay for Life. VP Keliinoi thinks it would be worth getting together with the other community groups. Director Klecan remains concerned about having people accept tasks for the CIT event. It was noted the TJWC’s home tour is Dec 4th, the day after our CIT event. Germain invited members to a Padres game on July 16th. He’ll have at least 6 tickets.
Next meeting. The next meeting is scheduled for 5PM on Tuesday 9 August 2016. The meeting was adjourned at 6:35 PM.
11 May 2016
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Meeting Minutes of the Tierra asanta Founddation Boarrd of Directoors
11 May 2016 2
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Board of Directors Meeting of 11 May 2016 at San Terra Properties
Tierrasanta Foundation Board of Directors
Officers
Directors
P P P P
Eric Germain, President & Treasurer TK Keliinoi, Vice President, Community Engagement Lisa Leonard, Vice President, Fundraising Joyce Muinos, Secretary
P P P P P
Dick Rees Carmen Cruz Kim Klecan Mike Swenberger Rosa Germain
P = Present A = Absent
The TF Board meeting convened at 5:07 PM with a quorum of 8 present. Director Cruz joined the meeting after item 8. Director Rees delivered $72 from 2015 calendars sold at Ace Hardware. ITEM 2. Approval of the Minutes. There were no changes to the minutes. Motion: Keliinoi / Swenberger TF approves the February minutes. Passed: Unanimously ITEM 3. Treasurer’s Report. Treasurer Germain presented the financial report: TF has $55,548 in the bank and $0 in the PayPal account. The ledger balances are unchanged. The few recent bank transactions were reviewed. Other notes:
Director Klecan showed the board a letter received from the Armed Services YMCA thanking TF for its donation to the “Christmas you Missed” event (attached at the end). TF’s mailbox is up for renewal, and the 1-year fee is $120. There was no objection to making this payment. The recent domain renewals and web hosting expenses were reviewed.
ITEM 4. Tierrasanta “Old Time Rock & Roll Dance Party”. Event Director Muinos reviewed the planning for the OTRR event. Director Cruz will contact Dave Vincent to see if the car club wants to participate. She stated an intention to give 2 free admission tickets to people who bring vintage cars for show and there was no objection.
11 May 2016
Page 1 of 4
Rev 0
Meeting Minutes of the Tierrasanta Foundation Board of Directors Other notes:
Muinos will make a determination on whether to include the Fred Astaire dance troupe again this year. It was noted the outdoor basketball courts still have not been redone, and if this remains the case then the cars can once again be located on the court. Otherwise they will have to be parked on the grassy area. A draft ticket design was presented and changes were suggested. A proof will be printed for review at the next committee meeting. After that we will print 200 tickets. A draft poster design was presented and changes were suggested. A few details need to be finalized (Fred Astaire and the vintage car show) before we can print a first round of posters. Muinos noted the photo used on the tickets and the poster might not be the photo preferred by the Rockhounds band. She will verify this. San Terra Property’s new phone number is 858-832-7800.
The next meeting of the OTRR committee is set for Tuesday, May 17th at 5PM on the Andiamo patio. After the committee meeting interested members are invited to a pub crawl in Kearny Mesa to seek out beer donations. ITEM 5:
Tierrasanta 5K and Fun Run. Vice President Leonard reviewed issues. Notes:
Leonard reported that Secretary Muinos and Director Cruz are assigned with obtaining event sponsorships. She announced the souvenir shirt would be orange long-sleeve T-shirts in recognition of the event’s Halloween theme. She announced the chip timer was signed up and ready to support the event. She wants to have a special ticket category with discounted price for age 65-and-over in the fun run/walk event in order to attract more participants. She noted problems in communications and the participation of T-CERT and FOTC. In order to improve this, she wants a pre-event meeting to go over these details. Secretary Muinos is responsible with contacting the firefighters’ union for a grant.
ITEM 6: Christmas in Tierrasanta 2016. Vice President Keliinoi and Director Klecan commented on the CIT event. They agree to moving the event area to the paved area immediately adjacent to Country Wine and Spirts. The event will be held on December 3 from 4PM to 8PM like last year. ITEM 7: Event Insurance. Germain commented that he was working on insurance coverage for OTRR and CIT in a combined package, possibly to get a cheaper rate. The CIT quote will not include a snow patch as this changes the deal and will add at least $300 to the cost. ITEM 8: County Grant Request. The board of supervisors will hold grant hearings on 14-15 June. TF’s day will be about 3PM on Wed 15 June. Director Cruz arrived. ITEM 9: Bandstand Maintenance. The Chair showed the quote from Treebeard and asked the board to approve $255 to perform the needed bandstand maintenance: 1. 2. 3. 4.
Re-grout the paver surface with fine sand Clean the surface Seal the surface (weather and anti-graffiti seal) Obtain permits and permissions needed to do the work
11 May 2016
Page 2 of 4
Rev 0
Meeting Minutes of the Tierrasanta Foundation Board of Directors
Motion: Muinos / Rees TF approves spending $255 for bandstand maintenance. Passed: Unanimously ITEM 10. Community Benches. The Chair showed Treebeard’s quote for $2400 for eight benches. The funds for these were approved by vote of the board in February. Treebeard provided nine locations recommended for new benches and now TF needs to pick the locations. Vice President Leonard noted that the benches on Viacha Drive are all in bad shape and need to be replaced. Vice President Keliinoi recommend interested members do a tour of the proposed sites and report back to the board. Muinos and Germain still have the action to come up with wording for commemoration plaques to go on these new benches. ITEMs 11 & 12: TF Website. The Chair presented slides of the new site and commented on the need to move content from the old site. Included in this is photos of certain board members and a short bio for each. TF could pay $500 to have this done but VP Keliinoi and Germain will try to complete this on their own. ITEM 13: Patriots Day. The Chair described the day’s events. TF needs to set up its booth by 8AM. Director Cruz and her daughter will ride in the parade with the Germains. San Terra Properties are also in the parade but they’ll be walking. VP Leonard departed. ITEM 14: Ascension’s Fiesta. The Chair described how Fiesta is a unique event with lessons that could benefit TF. He encouraged everyone to visit the event planned for 3-5 June. ITEM 15: Movie in the Park. Secretary Muinos suggested that the TF sponsor the event. She and Director Cruz will set up and man a booth at the event on June 18th. Motion: Muinos / Cruz TF approves spending $250 to be an event sponsor. Passed: Unanimously Member Commentary.
Secretary Muinos plans to lead a TF participation in the next Relay for Life. VP Keliinoi thinks it would be worth getting together with the other community groups. Director Klecan remains concerned about having people accept tasks for the CIT event. It was noted the TJWC’s home tour is Dec 4th, the day after our CIT event. Germain invited members to a Padres game on July 16th. He’ll have at least 6 tickets.
Next meeting. The next meeting is scheduled for 5PM on Tuesday 9 August 2016. The meeting was adjourned at 6:35 PM.
11 May 2016
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Rev 0
Meeting Minutes of the Tierra asanta Founddation Boarrd of Directoors
11 May 2016 2
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