WPN Board Meeting- September 9,2015- minutes
1.Myrna Evans provided the treasurers report indicating a current balance of $12,730.54 up from from $11,126.64 at our July 29 Board meeting.
2.There was a discussion regarding problems with our current web site. It is un-editable currently due to password problems and not having anyone designated to manage the web site. Jeff Ferguson has indicated a willingness to help with web site content but we need to recover the password to pursue getting him set up. The past two issues of the Memo have not been posted to the web site.
•ACTION ITEMS: Myrna will work on password recovery. When password is available, Keith will follow up with Jeff to get the website in order. Myrna will also work on getting the Wild Apricot software trial started so that we can evaluate if this software will be more user friendly and make it easier to maintain membership lists, emails and the web site.
3.Leon McElven reported that membership renewals were essentially complete. Current membership is 242 households which is about level from where we started on April 1. Leon continues to manage Facebook page membership and is helping with emails to the neighborhood since his list is up to date.
•ACTION ITEM: Leon will contact Liz Davis to help Liz get the email list updated to match current membership.
4.Robyn Phillips reported that she and Thelma Hancock planned to dispose of dead potted shrubs at the pergola and replace the dead shrubs around the Williams Park monument sign. There was also a discussion of a possible bigger project to add landscaping at Whitfield Park in front of the new fence.
•ACTION ITEMS: Robyn and Thelma will proceed with plant replacement at Williams Park in October and also determine if it is feasible to remove some of the pavers at the end of the pergola to facilitate plants in the ground. Plants will not survive in pots at that location due to lack of water. Robyn and Thelma will also develop a proposal for landscaping at Whitfield Park. We would need city approval to proceed. Also we would need a team of neighbors to accomplish that size project.
5.Casey Clavin reported on the September issue of The Memo. Lots of contributions from different neighbors made it more interesting. Emailing a copy was discussed but that may be problematic for some due to the size of the file. It was decided that we would wait until we had the web site fixed and then email a link to the Memo. Keith reported that average newsletter cost including postage was approximately $400 per issue. We could save about$50 on postage by keeping the weight under 1 ounce. It was decided that the extra content was worth the postage.
6.Becky Friedman gave an update on plans for the October 24 chili cook off. Judges have been lined up and Becky is working on prizes for entrants. Everything is coming along well. ACTION ITEM: Leon will send a save the date email and Becky will post a reminder on the Facebook page.
7.Beverly Denney reported that welcome bag business was steady. She recently received a list of 17 new households from Jill Huitron. It was decided we needed a new membership application form to include in the bags. ACTION ITEM: Leon will email Beverly an updated form. Keith will send Williams Park Office Depot account number to Beverly.
8.Keith provided an update on efforts to get the city to address traffic issues in the neighborhood. Stephen McQuade keeps pushing with the city but little to no action resulting to date.
9.A sample of the WPN flag provided by Kimm Martin was displayed and discussed. It was decided to order 50 flags ( at a cost of about $1300) and start taking orders at the September general assembly meeting and October Chili Cook-off. Flags will be given to those making a minimum donation of $40. Another idea was discussed to design and order auto decals with WP or WPN on them (like the TOWNIE decals seen around Smyrna.) Several ideas were discussed but no decision was reached. ACTION ITEM: Susan Bentley will contact Kim and order the flags. Susan will also explore option for the decals.
10.Susan presented the idea of having a hay ride as part of the December pergola lighting. The Crowleys have a tractor and trailer they are willing to provide. It was agreed that it was a good idea and would be enjoyed by kids at the event but no final decision was reached. ACTION ITEMS: Robyn will explore options and costs for event insurance. Susan will check with the Smyrna police to see if there are any restrictions or permits needed.
11.Keith discussed the upcoming Sept 22 general assembly meeting( since moved to Sept 23). It was agreed to invite Jeff Jones to speak and present an overview of the recently formed Smyrna Arts and Cultural Council. ACTION ITEM: Keith will contact Jeff Jones and invite him to speak.
12.Keith suggested that WPN form a Development Review Committee to more formally respond to developers plans to build in the neighborhood. The developers have been dealt with on an ad hoc basis but the Board agreed that having a more formal way to deal with the various projects would be more fruitful. It would also provide a forum to perhaps take a more proactive approach to what kind of development would be more desirable. ACTION ITEM: Lem Ward will draft a charter for the committee and get to Keith for discussion and consideration at the September general assembly meeting.