Minutes, Blair Hills Association Meeting on Dues Collection and
Directories
Kenneth Hahn Park Community Room, 8/27/2014, 7PM
Attending
Annie Wilson
Cheri Sakai
Rosalie Kirsch
Jon Melvin
Kerri Lue
Pamela Harris
Diane Foley
Bobbi Gold
Charles Davis
Mim Shapiro
Hank Shapiro
Elson Burnley
Toby Lowenfels
We discussed collection of dues and creating a new version
of the Blair Hills directory.
Bobbi Gold reviewed how she has been doing it for years:
1. Receive information from block captains on directory
corrections and dues paid
2. Enter into the database
3. Print lists: One sorted by street, the other by last name
4. Have copies printed with cover letter in front of lists and
color page between lists
5. Print mailing labels for those who have paid dues
6. Have a mailing party to staple, put lists into 9x12
envelopes, and add stamps
7. Mail
Jon presented idea to create web data system where various
people (including block captains) can enter and update data, data can be expanded
from name, address, and phone to include email, dues paid, what block, whether
block captain, emergency needs and resources and skills. Lists can be displayed on web site sorted in
various ways (street address, name), selected in various ways (e.g., full list,
block captains only, only people who have paid dues or not paid dues, by block
captain’s region, …). Lists can be printed from web site and then have
copied, or deliver as PDF. Access would
be carefully restricted by using passwords and by not emailing out any
information. It was agreed that Jon
would develop the system and Diane and Toby and Kerri would review it.
Everyone agreed that the big task was collecting the dues
and directory changes. Kerri is doing
most of the
coordination with the block captains on this. We discussed having people
pick up the lists or digital copies from block captains (or Jon Melvin) rather
than the costly mailing.
There was some consensus to do this but no vote was taken.
We will work toward having all dues collected and
directories printed and distributed by October.
Also discussed were treasury issues. We wish to
change the financial procedures to have three signers on the bank account, with
two signatures minimum being required. Besides Ellen Greif, we will add
Annie Wilson, co-president, and Kerri Payne Lue, co-president, as signers. We also wish to ask Ellen Greif to provide
regular reports and come to meetings more often as part of her treasurer
duties.
It was suggested that we issue a
newsletter. We will ask Rhonda who did
flyers for us if she can do a newsletter.
Jon Melvin, 8/28/2014