Minutes: Board Meeting 25 May 2005

Board Members in Attendance: (6)

Meeting was held at the Wesson’s at 148 Douglane Avenue. 7:30 – 9:30 p.m.

1) Approval of Minutes

Upon review of the minutes for the 3/8/2005 meeting, E. Wesson moved, and T. Johnson seconded that the minutes be accepted as presented.

2) Committee Members and Guests in Attendance

Ruth Norris, Corinne Celio, Jane Matulich, and Elena Morera.

3) Treasurer’s Report

Ruth Norris, reporting on behalf of John Shores, indicated that the bank balance is still $350.01.

4) Old Business

(Covered in individual Committee Reports below)

A) Newsletter/Communications Committee Report – Tracie Johnson

  1. There was general discussion about the proposed content of the Q2 2005 SOFNA Newsletter.
    1. Debbie Benovitz will be writing an article about the recent Neighborhood Watch event as well as the upcoming National Night Out event.
    2. No one has yet been identified for the “Meet the Neighbors.” R. Norris suggested a possible modification to this format that involves asking Members in attendance at various SOFNA functions for their opinion on certain issues. This format overcomes the privacy issue that has been a concern for many.
    3. Consideration is being given to re-run articles that are key to the SOFNA mission. Though these topics have appeared in the past, a re-run increases the likelihood that more Members will be aware of them.
    4. A factual BAREC update will be obtained from the City Planning Department.
    5. Any other ideas should be submitted to Tracie by June 10, 2005.
  2. It was agreed that the Q3 SOFNA Newsletter should contain a recap of progress and events that occurred during the first official year of SOFNA’s existence.
  3. Discussion ensued regarding publishing a letter from the SOFNA Board in each newsletter, which would include a brief overview of germane topics along with an invitation to more Members to become actively involved.
  4. E-mail etiquette and a general discussion of managing/cleansing communications addressed to SOFNA for further distribution to the membership at large.
    1. R. Norris agreed to confirm whether or not J. Shores now has complete ownership of SOFNA’s general distribution.
    2. It was suggested that we go to a “Moderated” email format, which permits the messages to be reviewed, then forwarded to the general membership. This topic was tabled until J. Shores is in attendance.
    3. For further discussion: expansion of the Board distribution list to include Committee Chairs.
    4. It was re-confirmed that the Agenda be distributed to the general membership, with a reminder that General Members call in advance due to limited space.
    5. T. Johnson stressed that part of selling the benefits of e-mail is the assurance that the material is respectful and relevant – that there will be no junk mail. Concern was expressed that if a democratic system prevails, the removal of “emotional” email exchanges may not be most desirable.
    6. For further discussion is the topic of who among the Board members should respond to messages/questions/concerns received by the general membership.

B) Fundraising Committee – Debra Bowman

  1. Cindy Baldanzi of FineLine Graphics has finalized the spec sheet for advertising.
    1. It was agreed that D. Bowman’s email (debra.bowman@ix.netcom.com) and E. Wesson’s mailing address (148 Douglane Avenue, San Jose, CA 95117) will be printed on the spec sheet.
    2. D. Bowman indicated that as soon as these changes are made, she will distribute the spec sheet to the Board for assistance in gathering ads.
  2. On a going forward basis, said spec sheet will be included in the SOFNA newsletters intended for distribution to businesses.

C) Government Relations – Eric Wesson

  1. E. Wesson, M. O’Halloran, and J. Matulich met with Councilmen Kevin Moore and Wil Kennedy. Mr. Moore suggested that if it is expected that property owners within the SOFNA membership area be held responsible for payment for street improvements, it’s never going to happen. More effective possibilities include piggybacking off of other projects to include street repairs. Some solutions may involve one street being done at a time.
  2. The issues were discussed with the City Engineers. M. O’Halloran indicated that he left a message for an update on the dollars required and the surveys (including content) necessary to begin the process for street repairs. Further discussion will focus on the content of a survey should the decision be made to conduct one. M. O’Halloran indicated that the Committee will work with the City to develop an appropriate format.
  3. M. O’Halloran reported that there was a strong expression of interest at the Neighborhood Watch event regarding adopting a Santa Clara zip code for the SOFNA area. He stated that he spoke with the Deputy City Manager of Santa Clara, Carol McCarthy, who referred to prior attempts to affect a change of zip code.
    1. The process begins with a letter from the City to the Post Office. The Post Office will evaluate the possibility, and if affirmative, a survey of the residents will probably need to be taken. In the past, the required percentage of neighborhood approval seemed to vary; the letter from the City to the Post Office will seek to clarify this point.
    2. Ultimately, the District Manager of the Post Office is the decision maker. The Committee will work with the City as a resource.
  4. R. Norris suggested that the issue be presented in SOFNA News with an invitation for rich input. Further, it was stressed that a survey on the matter be personally presented to each SOFNA member to develop as true a picture of the membership’s position as possible. D. Bowman suggested that survey collection could be incorporated into upcoming neighborhood events.
  5. M. Purviance indicated that the Committee’s agenda also includes follow-up with the Planning Commission regarding the commercial corridor along Cecil, and the expansion of the 300’ notification requirement for construction and variances.
  6. M. O’Halloran reported that the Planning Department will be conducting a test to measure the decibel reading of the Lexus exhaust fans during the day and night. This is a particular issue for the residents of Douglane and Cecil. The Committee is working with Jeff Schwilk at City Planning on this matter.

D) Building Community – Corinne Celio

  1. C. Celio reported that the Neighborhood Watch event was a great success, with at least 35 SOFNA members in attendance. She indicated that there has been an expression of interest from members who were unable to attend that there be a follow-up meeting. Debbie Benovitz is working with DeAnna Schifano of the Crime Prevention Unit of the Santa Clara Police Department to arrange additional presentations.
    1. D. Benovitz will be writing an article for the upcoming edition of SOFNA News.
    2. C. Celio submitted a request for expense reimbursement in the amount of $45.99. E. Wesson moved, and T. Johnson seconded that the reimbursement be granted upon return of J. Shores, Treasurer. All approved.
  2. D. Benovitz is also working with D. Schifano to establish a registry process for interested parties, i.e. a database of information from SOFNA households to be used in the event of an emergency. Street Captains will be instrumental in this process and volunteers are being sought.
  3. Other events on the horizon include:
    1. C. Celio has registered for the 6/25/05 H.E.A.T. (Home Emergency Action Team) presentation by the Santa Clara Fire Department. She is waiting for information regarding remaining openings available.
    2. A Social for benefit of the senior members of SOFNA is in the planning stages.
    3. Plans are being made to send support to those serving in the military and stationed overseas.
    4. Contractor Referrals – It was determined that further discussion is necessary to develop a referral program that does not compromise the earning potential of advertising once that program is fully underway.
    5. Welcome packages for new neighbors are in the formation stage.

E) Historical Committee

Committee Chair Joy Haas was not in attendance.

F) Social Committee – Royanna Gazlay

  1. R. Gazlay reported that the unseasonably wet weather during spring has made it difficult to plan a SOFNA social event.
  2. National Night Out in August will likely be the next event. It was suggested that a "Save the Date" notice be included in the upcoming edition of SOFNA News.

5) New Business

It was agreed that a "Thank You" be extended to Dennis Montgomery for his work in developing a SOFNA Internet community. R. Norris will work with J. Shores to craft the correspondence.

6) Adjournment

It was moved, seconded, and unanimously approved that the meeting be adjourned; the next meeting will be held on Tuesday, August 23, 2005 at the Wesson residence at 148 Douglane.

 
 

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