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NEIGHBORHOOD ORGANIZATION |
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MINUTES
of the
MESA NEIGHBORHOOD ORGANIZATION
AVISORY COMMITTEE MEETING
May 13, 2008, 6:00 PM
Meeting Location: 259 Crestview Drive.
In attendance: Advisory Committee Members Sidney Braquet, Tom DeWitt, Dennis Duca, John Harrell & Michael Slattery and guest Gary Hubbert.
Tom DeWitt introduced Gary Hubbert who is the block captain of his Mesa Street, 259 West Overlook St. Gary has completed the Community Emergency Response Teams, (CERT), program presented by the city. He spoke to the committee about the importance of the CERT program and conforming to Emergency Preparedness Standards.
As our block captains are currently identified as Street Ambassadors, Gary pointed out that in an emergency, local police and fire departments will be trying to assists through block captains and would not recognize or identify with “Street Ambassadors”. It was generally felt that with this information the Mesa Neighborhood Organization would be better served if we changed the name back to Block Captains. This standardization is a national goal so that all emergency response personnel will be utilizing the same terminology.
Gary described the block captain’s general responsibilities in an emergency. They take care of their own family and home first. Second they make sure that everyone is safe on their street and that gas mains are shut off if necessary. This assessment will enable the block captains to communicate with the emergency response teams and direct them appropriately. Third they should meet with all other block captains at a prearranged site to access what other steps may be necessary.
More information about the cert program is available at the following link:
Community Emergency Response Teams (CERT)
Gary also recommended that we include on our website an EMERGENCY page that would detail our response and duties in an emergency. This would include recommendations for emergency provisions such as; water, radios, flashlights and first aid kits.
Gary volunteered to contact John Hardcastle and arrange an introductory meeting for the MNO block captains. John is the President of the Coachella Valley Emergency Manager’s Association with a web site located at www.cvema.org. He is also the Emergency Manager/Programs Manager of the City of Palm Springs. A meeting date was tentatively scheduled for September between the 8th and the 12th. Gary will confirm with John and report back to us.
Tom called attention to a link on our website to a city service that will eliminate graffiti. This was raised because some graffiti has appeared on the backs of our street signs.
1. The meeting was called to order by Tom DeWitt:
2. Request for additions/changes to the agenda - Agenda Item Exception
M - John Harrell suggested that Block Captains be added as agenda item #7.
V - No other corrections or changes where offered to agenda and it was approved.
3. Approval of minutes
Mike Slattery detailed a streamlined method for the future approval process of meeting minutes.
They will be forwarded to all Advisory Committee members after the meeting for their suggestions and corrections.
If no comments are returned the minutes will stand as approved. If any changes are incorporated a new amended copy of the minutes will be sent to the entire committee.
With No Objections the process will be implemented.
4. New Business
4.A Chairman Report - Tom DeWitt
(On Agenda as item 5.A.)
The main goal of tonight’s meeting was to try and schedule and begin planning a summer event
After discussion the date of November 8th was chosen and the event will be a block party and it will be called the Mesa Mash.
4.B Treasury Report – Dennis Duca
Financial Report –Dennis reported that we currently had $1963.66 dollars in the account.
4.C Committee Reports - Bylaws
The chair of the Bylaws committee, Keith Wisot, could not attend, but provided changes to two of our bylaws in order to correct: 1) the terminology defining the boundaries of the Mesa Neighborhood Organization and 2) correct the term length of the advisory committee members. These changes can only be approved by the full membership at the next annual meeting.
Article IV – Neighborhood boundaries
“. . . the western boundary is along and west of the eastern slope of the San Jacinto Mountains; the eastern boundary is the centerline of South Palm Canyon Drive.”
Article VII – The Advisory Committee
Section 4 “. . . Those terms not expiring shall continue for an additional one year, to 2011…”
M - John Harrel moved that the Advisory Committee recommend these changes to the full membership at the next annual meeting.
S - Motion was seconded by Mike Slattery
V - Six votes for the motion and no votes against.
5 Other Business
5.A Planning for Mesa Summer Event (see item 4.A above)
Tom updated the committee on his communications with the real estate board regarding our neighborhood name wich is currently “Mesa”. Our request to have that changed to “The Mesa” was met with objections. After discussion it was suggested that we submit “Mesa, The” as that seems to be common structure and should not produce any further objections.
M - Sidney Braquet moved that the name be changed to “Mesa, The”.
S - Motion was seconded by Mike Slattery.
V - Six votes for the motion and no votes against.
7. Change Ambassador Name
M - John Harrel moved that Street Ambassador be changed to Block Captain.
S - Motion was seconded by Mike Slattery
V - Six votes for the motion and no votes against.
6. Adjournment
Next Meeting is scheduled for Thursday September 4th
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MINUTES
of the
MESA NEIGHBORHOOD ORGANIZATION
WEBSITE COMMITTEE MEETING
April 3, 2008, 6:00 PM
Meeting Location: 259 Crestview Drive.
The Website Committee met Friday April 3rd 2008.
The meeting date, time and location were listed on the website three weeks in advance and an email notification was sent prior to the meeting.
The meeting was casual and ran a little under 90 minutes. In attendance were John Harrell & Pamela Hays along with Website Committee members Tom DeWitt & Michael Slattery and Committee Chair Daniel Hogan.
The main objective was to discuss the current status of the website, specifically which segments need attention.
The following decisions were reached by consensus of those in attendance;
It was decided we would drop the “Mission” page of the website and replace it with a “News” section. The News section will be utilized to display brief stories, announcements and updates regarding all things pertaining to the Mesa neighborhood.
It was decided that all general “announcement” email sent to the neighborhood would be sent from the psmesa@gmail.com address.
It was decided that the minutes from all Advisory Committee meetings be displayed on their own pages accessed from the Advisory Committee page.
It was confirmed/reiterated that Committee Chairs submit status reports, meeting minutes and announcements for the website to Daniel Hogan via email.
It was confirmed/reiterated that the History section of the website has the potential to become even better. A search for a Chair to head a History Committee is currently underway.
It was confirmed/reiterated that the general look and feel of the current website not be changed.
A big thank you to all that attended. And a special thank you to Allen Scott for his invaluable assistance.
Thanks again for showing interest in your neighborhood and your website.
Daniel Hogan – Chair of the Web Site Committee
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MINUTES
of the
MESA NEIGHBORHOOD ORGANIZATION
ANNUAL MEETING
February 29, 2008, 6:00 PM
Meeting Location: Rick's Restaurant · 1973 N. Palm Canyon
IN ATTENDANCE:
· Advisory Committee Members: Sidney Braquet, Nick Carnegis, Tom DeWitt, Dennis Duca, Joseph Dunn, Pamela Hayes, John Harrell, Keith Wisot
· Nineteen members in good standing attended the annual meeting and voted the measures appearing on the ballot. One member voted by proxy.
· Forty-one residents of The Mesa were also in attendance.
· Total in attendance for this meeting: 68.
Bolded texts are original agenda items.
1. Request for additions/changes to the agenda
Tom opened the meeting and announced that the discussions would be taped to facilitate the capture of accurate minutes.
No agenda additions were offered from the floor.
2. New Business
Tom presented a summary of the accomplishments of the group to this point in time.
These discussions have been ongoing for the last two years and the first actual meeting took place last November at the O’Donnell Golf Club. For a detailed description of the organizational events up to this time, please see The Mesa Neighborhood Organization’s website at: www.psmesa.org.
Tom reviewed what we have accomplished in the last three months. We have rewritten our bylaws, established several committees, and we are looking at the entrances to the Mesa with an eye on upgrading them. We are also trying to implement a block captain program, although the name will probably be changed to street ambassador or something similar.
Tom introduced the advisory members starting with himself as the Chairperson, followed by Joseph Dunn as Vice Chairman and Parliamentarian. Dennis Duca is the Treasurer and Michael Slattery is our Secretary. Mike is documenting the process for inclusion on our website to demonstrate that we maintain a transparent organization.
Sidney Braquet is an attorney who volunteered on the bylaws committee. Nick Carnegis is helping with the El Portal entrances and the Guardhouse structure. John Harrell and Pamela Hayes are also members and are contributing to the process. Keith Wissot is the chair of the bylaws committee.
Tom proceeded to explain the voting process to those in attendance who were voting members. He then briefly described the Palm Springs Neighborhood Involvement group and mentioned the other communities that are already members. Tom introduced Lee Husfeldt, the representative of the city of Palm Springs, neighborhood involvement committee. Lee started with the primary issues that the city of Palm Springs wants to promote through the Neighborhood Involvement groups. They are emergency preparedness, neighborhood watch and crime safety issues. Lee provided brochures on the Community Emergency Response team Training (CERT). In an emergency such as an earthquake, emergency services such as 911 would not be as responsive as they are normally. The demand will certainly exceed the ability of the emergency services to meet everyone’s needs. The neighborhood organizations will need to be able to look out for each other at least for a while. The CERT training is a twenty-hour long course conducted over several days and teaches participants how to rescue trapped individuals, and includes several life-saving skills. Lee also mentioned their Neighborhood Watch program, which is run through the police department. Our new police chief, Dave Dominguez, has started a Neighborhood Watch Academy for citizens. The city is also implementing a code red system. This is a reverse 911 system, where the city can call each residence to tell them of an impending emergency such as a wild fire.
Tom pointed out that this was a ballot issue and requested that everyone vote on this issue.
3. Treasury Report – Dennis Duca
Tom introduced Dennis to give the treasury report. Dennis noted that we have collected $2,200 as of the date of the meeting. To date we have incurred few expenses, he said. After the initial start-up cost for printing materials and website fees we have a balance of $1,638.00. $200 was collected at the meeting from new memberships. Members will always be able to see the budget and all expenditures on our website. Annual expenditures are projected to be around $1,500, and we have budgeted $500 for a social event to take place later this year. When Dennis was asked where the money was being kept, he informed us that it was at the Canyon National Bank, which has provided us with six months of free checking.
4. Committee Reports
See Bylaws under agenda item 5, Website under item 6, Gatehouse under item 7 and Block Captains under item 8.
5. Bylaws
Tom introduced Keith Wisot to review the new bylaws. Keith first recognized those on his committee who contributed to the process of revising the bylaws, including Sidney Braquet, John Harrell and Bernard Sherwyn.
Keith first went through a description of the bylaws’ structure. He noted that the organization was founded under the original bylaws and that the advisory committee had the authority to revise those bylaws up until the Annual Meeting that was taking place that evening.
Keith called attention to Article 3, noting that our organization was expressly not a homeowners association. It is to facilitate communication with the city, emergency responses, beautification, and finally, communicating the historic qualities of the area and for the common good.
The Mesa’s geographic boundaries are written into the bylaws and everyone within those boundaries qualifies for membership. All meetings are open to the public. Voting at committee meetings is by dues-paying committee members; however, all committee meetings are open to any member of the organization to attend.
The Advisory Committees described in Article 7 is our policy-making group. Members are charged with maintaining the direction and management of the affairs of the organization. They function like a board of directors of a corporation. Advisory Committee members serve a two-year term and can seek re-election. There are no term limits.
Advisory committee members will serve staggered terms and officers serve a one-year term.
Article 9 details the occurrence of meetings and the fact that at least one annual meeting is required. If the advisory committee wants to call additional meetings to address emerging issues, it has that authority.
All meetings require a preliminary agenda and this agenda must be provided to the membership 20 days prior to the date of the meeting. Any changes proposed to the bylaws must be submitted to the membership 15 days prior to a vote.
Keith asked for any questions and there being none, he closed by stating that the bylaws committee asks for member ratification the presented bylaws. He and his committee received a rousing round of applause.
Tom again pointed out that this issue was also included on the ballot and encouraged members to vote.
6. Website
Tom introduced Daniel Hogan, Mike Slattery, and Allen Scott as the team that put together the website. Daniel is the webmaster and presented a view of the site’s current build. The website will be the main communication hub for our organization. The activities of all committees will be described on the site.
Tom encouraged those in attendance to contribute content to the website. Any contributions are welcome, including pictures to the gallery.
Attendees were advised to contact Mike Slattery with any specific issues or questions. Mike can then provide guidance through the process of either forming a committee to address the issue or attending next advisory committee meeting to discuss the issue.
Daniel proceeded to take those in attendance through the website’s content and navigational links. There are links to contact the officers and the advisory committee members as well as a link to update any resident’s contact information.
***Tom asked if the voting was complete. A committee of three volunteers who are not members of the Advisory Committee was selected to count the votes and report the results. Those individuals adjourned to another room to tally the votes.
7. Mesa Gatehouse
Tom started the discussion on the gatehouse by describing its location at the intersection of El Portal and South Palm Canyon Road. He stated that at one point in time there may have been two gatehouses and asked if anyone could confirm that. The old gatehouse was utilized as an entrance to the original gated Mesa community. The gatehouse is not on private property, and members of the advisory committee have communicated with the owner of the undeveloped lot about their plans. The owner offered assistance in protecting and improving the location of the gatehouse. Tom said that Nick Carnegis has been working on renderings for the site and once we have the city’s approval and the completed plans we will present that package to the membership.
8. Block Captains – “Every Street Needs One”
Tom noted that no one likes the term “Block Captains” and suggested something like Street Ambassadors. We need residents representing each street who know everyone on their street along with their contact information and can bring issues to the Advisory Committee. This is also a security issue and an imperative in an emergency.
9. Agenda Additions
As there were no agenda additions, Tom opened the floor to comments or suggestions. One attendee mentioned that the speed of the traffic on South Palm Canyon was making it dangerous to enter and exit the Mesa, especially the Mesa homes located on South Palm Canyon. It was suggested that increased police presence and radar monitoring would help reduce the problem. John Harrell pointed out that speaking as a group would have much more clout with the city than anyone of us speaking as an individual. Tom suggested that we form a committee to frame the problem and determine the most effective way to obtain action on this issue.
Nick announced a charity event to be held at his house for the Rainbow Senior Center. Nick requested that The Mesa contact database be utilized to send out e-mails announcing this local event.
Voting Results Announced
Tom asked Catherine Donahue to announce the results of the voting, but because of the noise level she handed the tally sheet to Tom DeWitt who announced the voting results.
Vote for the slate of advisory committee members was 19 affirmative and 0 against.
Vote for the officers of the advisory committee were:
Tom DeWitt as Chairman 16 affirmative / 0 against;
Joe Dunn as Vice Chairman 16 affirmative / 0 against;
Dennis Duca as Treasurer 16 affirmative / 0 against;
Mike Slattery as Secretary 16 affirmative / 0 against.
The resolution to join the Palm Springs Neighborhood Involvement Group was approved with vote of 19 affirmative and 0 against. Tom informed the group that our packet was already prepared to present to the city and asked Lee Husfeldt, the city’s neighborhood involvement representative, when the next meeting would be. Lee informed us that it would take place on March 13th 2008.
Resolution to approve the Bylaws was 19 affirmative and 0 against.
There being no other business, the meeting was adjourned.
Next Annual Membership meeting is scheduled for February 16, 2009.
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MINUTES
of the
MESA NEIGHBORHOOD ORGANIZATION
AVISORY COMMITTEE MEETING
January 28, 2008, 5:30 PM
Meeting Location: 287 West El Camino Way
IN ATTENDANCE:
· Tom DeWitt, Dennis Duca, Joseph Dunn, Pamela Hayes, David Peck, Bernard Sherwyn, Michael Slattery, Keith Wisot
ABSENT
· Sidney Braquet, Nick Carnegis, John Harrell
GUEST
· Lee Mullennex representing Sidney Braquet
Agenda Item Exception
Web site Update – Agenda item - 3.4.3 Web Site – Agenda Item Exception
Daniel Hogan provided a presentation of The Mesa Neighborhood Organization website, prior to the meeting being called to order. Daniel guided the committee through the graphic and navigational layouts, including sections on the current cover story and calendar of current events. He also mentioned Allen Scott’s writing and editing contributions. Daniel suggested that we send an email to our database announcing the mounting of the website. Everyone in attendance was impressed with the result. As Daniel volunteered his professional services, the committee expressed its gratitude and thanks for the wonderful job.
Tom DeWitt called the meeting to order at 6:00 P.M.
Tom notified those in attendance that the secretary was recording the meeting for accurate transcription of the minutes.
2. Approval of minutes from the December 9th 2007 meeting – Agenda Item Exception
M - Joe Dunn made the motion to accept minutes as submitted
S - Keith Wisot seconded motion
V - Approved unanimously after discussion
1. Request for additions/changes to the agenda - Agenda Item Exception
M - Joe Dunn suggested date correction on Agenda, which was incorporated.
V - No other corrections or changes where offered to agenda and it was approved.
3. New Business -
3.1 Chairman Report - Tom DeWitt -
Update of work accomplished since last meeting –
Primary goal of this meeting is to review the work of the bylaws committee.
Tom recapped points from the first advisory meeting.
One previous Advisory Committee meetings, on Dec 9th 2007
Elected as Officers of the Advisory Committee were:
Tom DeWitt - Chairperson
Joe Dunn - Vice Chairperson
Mike Slattery - Secretary
Dennis Duca - Treasurer
Financial structure established at Canyon National Bank with Tom Dewitt and Joe Dunn as signatures on the account.
Establish Date, Time and location of General Meeting –
Tom led discussion on a possible location and noted that Nick Carnegis was not in attendance. Nick and Bob’s home had been proposed as the site for the next general membership meeting and the committee was waiting for confirmation. Feb 29th 2008 was proposed and discussed.
Dennis Duca raised the issue of the individual committees not having presented budgets with the inference of, no budget, no projects, no projects, and no presentations to make to the general meeting.
Tom proposed that each committee present their budgets to the treasurer and that Tom would present his overview for the next year to the general meeting. He also suggested that we work to obtain block captains for each street. Brief discussion on how Tom advertised the November General Meeting and how that process was being updated with a new contact database of Mesa Residents.
M - Tom made the motion that the Annual Meeting of The Mesa Neighborhood Organization be held on Friday, Feb 29th 2008 at 6:00 P.M. with the location to be determined.
S - Joe Dunn seconded the motion
V - approved unanimously
Question was posed as to how we could optimize the attendance of the Annual Meeting. After some discussion it was generally agreed that a post card announcing the meeting time and place would be distributed and would include a request to visit the website for further information, and to update residents’ personal contact information. This information would then be incorporated into the Mesa Residential Database.
Palm springs Neighborhood Involvement Application –
Tom discussed presenting our packet of required materials to the City of Palm Springs Neighborhood Organization for The Mesa Neighborhood Organization to be recognized and accepted as a member. Tom reported this could be done after the Annual Meeting and after approval of the general membership.
3.2 Treasury Report – Dennis Duca -
3.2.1 Financial Report –
Dennis reported that we currently had $1850.00 dollars in the account. There where three additional un-deposited checks bringing the total amount to $2000.00.
No financial report because there has not really been any activity. Dennis volunteered to speak with the heads of each committee to determine cost projections for the next year. Dennis and Dave showed an example of a balance sheet/budget from another non-profit that he has successfully utilized in the past and proposed it be utilized for the Mesa Neighborhood Organization.
Current voting membership stands at 39 out of approximately 241 homes.
General Information
Bank would not supply a debit card to our account. Members will be reimbursed for approved expenditures or the treasurer will issue a check for incurred expenses with appropriate documentation.
3.3 Secretary Report – Mike Slattery -
3.3.1 Residential Database –
Discussion of residential database occurred during the discussion of optimizing the attendance of the next General Membership Meeting. No other report from the secretary.
3.4 Committee Reports -
3.4.1 Advisory – Tom DeWitt –
3.4.2 Bylaws – Keith Wisot - Agenda Item Exception
NOTE: Bylaws discussion was deferred and is reported below.
3.4.3 Web Site – Michael Slattery / Daniel Hogan -
Web site Update - Agenda Item Exception
Website update detailed at beginning of meeting, as noted above.
3.4.4 Mesa Gate House – Tom DeWitt –
Tom reported the gatehouse is on either city land or easement land and the lot owner, Bearline Development, will cooperate fully on developing our entrance and on the preservation of the gatehouse during their development process. Nick Carngiles has volunteered to draw a scale rendering of what the entrance with landscaping will look like when completed. Tom will determine budget required based upon those drawings. Once approved by the City, the plan and budget will be submitted to the Advisory Committee and then the general membership for approval.
Discussion regarding property lines and block wall placement as they related to the location of the gatehouse ensued. Keith suggested it may be important to determine if the gatehouse was located on public land as opposed to an easement on private property. Tom felt all legal determinations would be resolved once we applied to the City for a permit to build the entrance sign and landscaping.
3.4.5 Block Captains – Tom DeWitt –
Tom reported the need to determine Block Captains for each street -
Block Captains committee is still without a chairman. Tom requested a list of each street and suggested that calls to residents might produce more involvement in this program.
Dennis and David volunteered to be the block captains of W. El Camino Way and Lee Mullennex volunteered to be the block captain on his street, Ridge Road. Tom will determine if there already was a Ridge Road block captain in the person of Rosemarie Vacano.
Tom asked for volunteers on making the phone calls to recruit block captains. Pam Hayes agreed to help. Dennis Duca agreed to help Pam by visiting neighbors during walks.
3.4.2 Bylaws – Keith Wisot - Agenda Item Exception
Report and Discussion on Bylaws
It was first determined that the Advisory Committee is authorized under the bylaws adopted in November to alter or amend the bylaws until the first Annual Meeting. Changes to the original bylaws, adopted in November, are noted below. Articles and sections with no changes or discussions have not been detailed in these minutes. See the complete revised bylaws on the http://www.psmesa.com website for complete bylaws text.
Advisory Committees members started out the discussion by thanking Keith and his committee for an extraordinary amount of work and the great result produced.
Keith led a discussion of the By-Laws Committee proposed amendments, paragraph by paragraph, and the Advisory Committee made final amendments, as follows:
Article I: the name will be “The Mesa Neighborhood Organization” keeping “The” within the legal name.
Article III: the purpose is entirely new from the original bylaws. Section (2) to foster public improvements, and to promote beautification of the area. There was a very considered discussion on the wording of section (3) regarding the neutrality of the Mesa Neighborhood Organization as it pertains to individual property rights and our dedication to avoiding any infringement of them. Section (3) was changed to the following this discussion. Section (3) to recognize the privacy of individual ownership. The organization and officers on its behalf will take no position with respect to private property.
Although not changed, the last paragraph of Article III reiterates section (3) and was left after discussion because it directly addresses specific community concerns that have been expressed by several Mesa residents. That paragraph reads as follows: These by-laws and The Mesa Neighborhood Organization are expressly not established for the purpose of creating any future homeowner association under California law, or to restrict in any manner the exclusive private property rights of each owner and resident of property within the Mesa neighborhood.
Article IV Neighborhood Boundaries:
Everyone in attendance provided detailed and thoughtful input as to the most logical boundaries guided by the natural topographical contours of the Mesa and which streets where perceived to be the most logical to be included as defining those boundaries.
A discussion to determine if commercial properties and or businesses should be included within the organization boundaries concluded they should not with one exception. It was left that Moorten’s Botanical Gardens would be the only business to be included within the defined boundaries.
The following paragraph defines the Northern, Eastern, Southern and Western boundaries of residences to be included within or organizations boundaries.
The Mesa Neighborhood Organization is that area of homes, lots and businesses that at the southern boundary are located north of, but not including, Cantina Way; the northern boundary includes property addresses on El Camino Way/Ridge Road and Alta Vista Road; the eastern boundary is along and west of the eastern slope of the San Jacinto Mountains; the western boundary is west of the centerline of South Palm Canyon Drive.
Article V – Membership
Section 1: Discussion for this article centered on apportionment of voting rights. The two possible plans to allocate vote(s) were by the number of residents residing within each address within the Mesa. Most of the committee members considered this solution to be problematic. The alternative was that each residence or unimproved lot be allocated one vote
Section 1. Membership in the organization shall be open to all residents, including business occupants and owners of property within the neighborhood boundaries. All members may actively participate in organization events, activities and meetings. All members who pay dues shall be voting members.
Section 2: Discussion centered on if an individual owned more than one residence or unimproved lot and wanted to pay dues on each residence or lot they owned within the Mesa, would they be entitled to a vote for each? The consensus was that they would.
Section 2. Each Mesa property address entitles the resident(s) to one vote. A voting member with more than one property address or undeveloped lot may cast one vote for each property address or undeveloped lot. Each vote requires a separate payment of dues. Proxy voting shall be allowed for any voting member unable to attend a meeting.
Article VI – Dues
Discussion on dues was limited and it was agreed that annual membership dues must be paid prior to the annual meeting in order to vote.
The amount for annual membership dues shall be recommended by the Advisory Committee and approved by the voting members at the Annual Meeting for the succeeding year. Members who have not paid their annual dues prior to or at the beginning of a committee meeting or the Annual Meeting shall not be eligible to vote. A member who has not paid dues at the Annual Meeting will not be entitled to a prorated amount for dues paid after the Annual Meeting.
Article VII – The Advisory Committee
Discussion regarding this section focused upon the tie breaking procedure of the Chairperson casting a second vote. This raised the issue of the chair either abstaining during all votes or being allowed, in the event of a tie, to vote twice. The committee decided on the second option.
Section 2. Decisions of the Advisory Committee shall be determined by a simple majority vote. In the event of a tie vote, the Chairperson of the organization shall cast an additional deciding vote.
The bylaws committee felt that the voting members present at the Annual Meeting should ratify the slate of the current advisory board members (the “team”), or reject that slate in total.
Section 3. Advisory Committee members shall be elected at the Annual Meeting to a term of two years. Any voting member, including previous members of the Advisory Committee, may seek election to an open term on the Advisory Committee.
Section 4. The discussion on Section 4 centered on defining the rotation or staggering of advisory committee members terms of office.
Section 4. The initial Advisory Committee selected pursuant to by-laws prior to the 2008 Annual Meeting shall be ratified as a group by majority vote at the 2008 Annual Meeting. In order to institute staggered terms on the committee after the election of Advisory Committee members at the initial Annual Meeting of 2008, committee members will thereafter draw lots to determine which members’ terms expire in 2010. Those terms not expiring shall continue for an additional two years, to 2012. Thereafter, the Advisory Committee shall consist of at least seven, but not more than eleven, voting members. Not more than one resident or occupant per property address or undeveloped lot may be elected or serve on the Advisory Committee.
Section 9. The number of votes required to remove an Advisory Committee member was retained at a two-thirds majority of the voting general membership
Section 9. A member of the Advisory Committee may be removed for cause, including violation of the by-laws, by a two-thirds majority of voting members at a duly-noticed meeting of the organization, provided the Advisory Committee member subject to removal has been notified in writing of the proposed removal at least 20 days prior to the meeting.
Article VIII – Officers
Although this is not a change from the previous version of the Bylaws, Section 2 was discussed and included in these minutes because of the impending Annual Meeting and the requirement within Section 2 that all officers be individually ratified by majority of voting members.
Section 2. The initial officers selected by the Advisory Committee shall each be ratified by a majority of voting members at the 2008 Annual Meeting. Thereafter, officers are elected to a one-year term at each Annual Meeting. Any voting member, including former officers, may seek election to an officer position.
Each officer’s duties as defined within the Bylaw was detailed by Keith and very limited discussion about each responsibility ensued. It was however noted that Vice Chair is now required to be a member of the Advisory Committee and was not so required in the previous version. The Secretary and Treasurer are not required to be members of the Advisory Committee; that was not changed.. The Vice Chairperson is also now designated as the parliamentarian and responsible for interpreting Robert’s Rules of Order within the Advisory Committee and at general membership meetings.
Article IX – Annual Member Meetings
The third week in February was changed to, shall occur in February.
“All residents, including business and owners of undeveloped lots”, was adopted throughout the bylaws to remain consistent in identifying qualifying members.
Article X –Notice of Meetings
Discussion regarding notice of meeting focused on the number of days required for notice to be given. Twenty days was utilized in keeping notifications standardized throughout the bylaws wherever possible.
Notice of the place, date and time of each meeting of The Mesa Neighborhood Organization shall be given to all residents, including businesses and owners of undeveloped lots within the boundaries of the organization, either (1) by e-mail, or (2) by mailed notice, or (3) by delivery in person, at least 20 days before the meeting. The notice shall include a preliminary agenda. All meetings of the organization and its committees shall be open to the public and shall permit every member to participate.
- M - Keith Wisot moved for the adoption of Bylaws and amendments as discussed tonight
- S - Seconded by Joe Dunn.
Tom restated the motion as follows: “To amend the current Bylaws dated Nov 13th 2007 to reflect changes reviewed by the Advisory Committee. Changes have been noted and recorded by the Secretary”.
-V - approved unanimously
4. Next Advisory Committee Meeting Date –
The next meeting of the Advisory committee meeting will be April 26th at 6:00 P.M.,
5. Agenda Additions –
Dennis Duca proposed that the committee adopt time restrictions on speakers at future meeting. Robert’s Rules states that that limitation should be that one speaker can speak no more than twice and not to exceed ten minutes total time. No vote was taken.
6. Adjournment -
Meeting adjourned by Tom DeWitt.
Everyone in attendance again acknowledged the excellent work of the Bylaws committee.
We would all like to thank Dennis Duca and David Peck for their gracious hospitality.
Submitted February 16th 2008, by Michael Slattery, Secretary of The Mesa Neighborhood Organization
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MINUTES
of the
MESA NEIGHBORHOOD ORGANIZATION
AVISORY COMMITTEE MEETING
December 9, 2007, 5:00 PM
Meeting Location: 255 Ridge Road.
Secretaries note: With the exception of the voting, this meeting was conducted in a somewhat informal manor. The discussions where wide ranging and several topics where returned to over the course of the evening. The spirit of these discussions, but not their chronological occurrence is captured below.
IN ATTENDANCE:
· Sidney Braquet, Nick Carnegls, Tom DeWitt, Dennis Duca, Joseph Dunn, John Harrell, Robert Kuperman, David Peck, Michael Slattery, Ron Stern, Rosie Vacano, Keith Wisot
ABSENT
· Pamela Hayes – Did not attend due to a travel delay issue, but still wants to be a member of the advisory committee.
Tom DeWitt called the meeting to order at 5:15 and led the discussion.
It was determined that the formation committee was authorizes to form the advisory committee, but had no other authority under the bylaws passed by secret ballot at the first Mesa Neighborhood Organization, (MNO), meeting held at the O’Donnell Golf Club on November 14th 2007.
By unanimous consent the Advisory committee was formed consisting of those in attendance and Pamela Hayes.
The first item of business was the nomination and voting of officers of the MNO.
After discussion of the requirements and duties of each office, Tom DeWitt was elected Chairman, Joseph Dunn was elected Vice Chairman, Michael Slattery was elected as Secretary and Dennis Duca was elected as Treasurer.
There are currently five authorized sub-committees of the full MNO.
1 ( Mesa Advisory Committee ) (Chair: Tom DeWitt)
2 (The Mesa Gate House preservation Committee ) (Chair: Tom DeWitt)
3 ( Mesa Web Site Committee ) (Chair/Webmaster: Daniel Hogan)
4 ( Mesa By-Laws reformulation committee ) (Chair: Keith Wisot)
5 ( Mesa Block Captain committee ) (TBD)
REPORTS:
Treasurer report – Dennis Duca: Of the approximate 275 houses within the defined geographical boundaries of the Mesa Homeowners Organization 35 have submitted their 2008 annual dues.
A bank account has been opened in the organizations name at Canyon Country Bank, Palm Springs, branch. The current balance of the account as of this date is $1,750.
Because the treasurer will receive all funds and reconcile all bank statements it was agreed that the signatories of the account would be the Chair (Tom Dewitt) and the Vice Chair (Joe Dunn). A debit card will be provided to establish Internet services for the organization. The maximum amount of any check with one authorization signature is $250.00. The current bylaws require a majority of the Advisory Committee to approve any expenditure over $250 and have the Treasurer as a check signing authority. It was proposed that amounts above that $250.00 could be authorized with both signatures of the Chair and the Vice Chair will be required. This will require a change in the bylaws. This change in the bylaws will be voted on at the next Advisory Committee Meeting and requires a majority vote of The Advisory Committee for approval.
Checking Account – Signature cards and contact information sheets were given to the Chairperson and Vice-Chairperson to be completed prior the 12/15/07 visit to Canyon National Bank.
Web Site: Daniel Hogan was not available due to time conflicts with his schedule. Michael Slattery answered general question concerning web site security and content. The web site committee will have its first meeting in December.
Discussion - Generally it was agreed that there should be two levels of access to the web site: (1) a publicly accessible site that contains introductory and historical information on the mesa neighborhood, and (2) a password protected level that would only be accessible only by MNO members. A community bulletin board or blog was mentioned as one device that could be helpful to notify residents of emerging issues and safety concerns.
Bylaws: Keith Wisot volunteered to chair the bylaws committee and subsequently requested that everyone in the room provide their input of the organization purpose and goals. Keith will formulate the feedback provided into a mission statement.
Discussion – There where a lot of suggestions provided to Keith. They primarily focused on the neighbor strengthening aspects of the MNO and our neutrality on all property rights issues.
Various elements of the by laws (bylaws) where discussed throughout the meeting as various issues brought specific bylaws into light. The current bylaws will be amended by a majority of The Advisory Committee until the first Annual Membership Meeting scheduled for February, 2007. At and after the first meeting the bylaws will be amended or replaced by a vote of a majority of members in attendance and in good standing at the Annual General Membership Meeting.
There was a brief discussion of importance of block captains for ease of communication, security and organizational inclusiveness, but no further action was taken at this meeting. Three Block Captains have volunteered to perform the duties of Block Captains on their streets. There is a need for Block Captains to volunteer to represent their neighbors on their street.
A discussion of the The Mesa geographical boundaries described in the bylaws was reviewed. The City of Palm Springs requires the bylaws define the boundaries of The Mesa Neighborhood Organization. The bylaws committee may suggest a more definitive description of The Mesa Neighborhood Organization boundaries.
The bylaws state The Advisory Committee will select a representative and alternate to the Palm Springs Neighborhood Involvement Committee. Tom DeWitt, our Chairperson, and Rosie Vacano were selected to represent The Mesa Neighborhood Organization at the monthly Palm Springs Neighborhood Involvement meetings.
Communication channels – Communications will be established through the Secretary and our new web site. The process will be established in the coming weeks. Block Captains will be asked to help provide up-to-date neighborhood mailing data and email addresses to ensure high-quality communications with all members of The Mesa.
Next meeting – It was agreed that the Advisory committee would attempt to meet two times in January, prior to the first General Membership Meeting in February.
Business carried over to next meeting –
The apportionment of votes needs to be finalized. One or two votes per address or per member. Membership established by residence or by being a dues paying member, “In good standing:?
We would all like to thank Joe and Ron for their gracious hospitality.
Submitted by Michael Slattery, Secretary of The Mesa Neighborhood Organization
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MINUTES
of the
MESA NEIGHBORHOOD ORGANIZATION
PLANNING MEETING
November 14, 2007, 6:00 PM - 8:00 PM
Meeting Location: O’Donnell Golf Club
This is an update of The Mesa Neighborhood Organization’s progress at this point. A planning meeting was arranged to complete the steps required to organize The Mesa Neighborhood Organization in accordance with guidance by the City of Palm Springs Neighborhood and Community Relations Division. Notice of the meeting was mailed on October 25, 2007, to the approximately 275 residents of the area designated as The Mesa in the proposed bylaws. Thirteen letters were returned as undeliverable and were returned to the sender. Flyers were also posted in the neighborhood with a contact phone number to answer questions concerning the meeting. The posted flyers were removed the day after the event. Mesa residents were asked to RSVP so the meeting size could be supported properly. An attempt was made to answer the RSVP emails of residents that responded and a copy of the proposed bylaws was forwarded by return email.
The Mesa meeting was held at the O’Donnell Golf Club between 6:00 and 8:00pm on Wednesday November 14, 2008. There was a brief thirty minute sign-in and social portion of the evening before the meeting started. Tom DeWitt opened the meeting and expressed the desire to not form the new organization along the lines of a HOA. He stated The Mesa was a special place that needed to be cared for and protected. The goal of the neighborhood group would be to inform and educate the residents of the community to issues that would increase the enjoyment and value of The Mesa. The neighborhood group would be completely transparent in its actions. Normal communications would be conducted through emails and the proposed new web site. All residents of The Mesa could keep informed of their group’s activities by accessing the web site. Members in good standing would be selected to lead the new group by volunteering their time and energy to be members of a Formation Committee to start the process the city requires. The Formation Committee would prepare the organization for its first General Membership meeting that was tentatively scheduled for February 19, 2008.
Tom DeWitt introduced two speakers that reviewed how they would be involved in supporting the development of The Mesa Neighborhood Organization. Lee Husfeldt, Directory of Neighborhood and Community Relations, shared her ideas of how the City of Palm Springs could provide security education and project support for the community. Daniel Hogan of Daniel Hogan Computer Tutor gave his ideas on how a web site could support the free flow of information to our proposed group. Daniel would be providing his services free to our organization. All organization documents and meeting minutes would be available on the site. A history of The Mesa and our community events are being planned as key parts of the new web site.
An attempt was made to start to review the unapproved bylaws, but a few of our neighbors had some concerns and wanted to discuss some needed changes before the review. Members of our community thought that the bylaws did not protect them from the possibility of a small number of members in the new organization forming a committee and trying to impose a cost or obligation on members opposed to the idea. Tom DeWitt mentioned that it was his understanding the new group would not have any control over imposing any bond or mandatory fee. Under-grounding of utility lines is a project that may involve the companies that supply power, telephone and cable service, the City of Palm Springs and the legal entity that controls the easement. The proposed Mesa neighborhood group should not have authority to approve the under-grounding of utility lines. One member of the audience did not want the membership fee to determine who could lead our new organization. The membership fee is voluntary, but is required to become a member in good standing and help lead our organization by having voting rights that will determine the direction of our work. Several other concerns were brought up concerning how the bylaws were developed. Tom DeWitt stated he worked with Lee Husfeldt at the city to develop the bylaws by using the city’s bylaws template and the approved bylaws of Old Las Palmas, Warm Sands and Tahquitz River Estates to develop the bylaws for our group. The bylaws would be molded by our Formation Committed Group and be voted on again at our, February 19, 2008, General Membership Meeting. There was a request from the audience to terminate the group discussing and vote on the bylaws.
A decision was made to request approval of the idea of The Mesa Neighborhood Organization by a show of hands and then a vote by ballot. The vote by hand was in favor of the idea of a Mesa Neighborhood Organization being formed. This is a summary of the voting by ballot and our volunteers to help form the organization. Ballots in favor of The Mesa Neighborhood Organization bylaws were 21 with 13 opposed.
Homes/Addresses in attendance: 36
Members in good standing, in attendance: 20
People in attendance: 55
Votes to approve bylaws: 21
Votes not to approve bylaws: 13
21 out of 36 want bylaws
Details of Voting
Total votes cast: 35
Votes in favor of bylaws cast by members in good standing: 15 + 3 with reservations + 3 associate members = 18
Votes not in favor cast by members in good standing: 3 + 10 associate member = 13
Votes in favor cast by associate members: 3
Votes not in favor cast by associate members: 10
The new organization will need a few volunteers to form the organization into a group that is responsive and supportive of The Mesa neighborhood. These are the members of our community that have currently volunteered to give to our neighborhood organization.
Residents that volunteered for Committee Membership at the Planning Meeting:
Michael Bennett* – Bylaws
Pamela Hays* – Save the Guard House
Tom Bassett* – Bylaws
Sidney Braquet* – Bylaws and Save the Guardhouse
Residents that volunteered to be in our Formation Committee at the Planning Meeting
John Harrell*
Joseph Dunn
Dan Valentino
Mary D’Aprix*
Keith Wisot*
William Beck*
Rosie Vacano
Pamela Hays*
Tom DeWitt
*- Records indicate member has not paid dues.
This summary of our Planning Meeting and voting ballots will be given to our new Secretary to keep as a permanent record open to review. The total amount of dues collected is $1,500 which will be transferred to the control of our new Treasurer.
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The Mesa Neighborhood Organization
Palm Springs, California
www.PSMesa.com - www.PSMesa.org
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