Board Meeting Minutes
Updated: Jul 7, 2019
Steve McCarthy, President
David Levine, Vice President
Catz Forsman, Sgt. at Arms
Daisy Chin, Treasurer
Wendy Harris, Secretary
Jonathan Van Coops
Last Meeting Follow-up
Minutes reviewed and approved: 6:08.
Calendar updates complete
Committee structure may need to be postponed
Google Drive is good; trying to get Non-Profit account with G-Suite
Daisy met with Cathy Dodd, transitioned duties and getting oriented with duties
Mail issues: We are having a difficult time getting mail from Building 201.
Board voted and agreed to sign up for P.O. Box for general mail
Also get mailbox for regulatory documents that can’t be mailed to PO Box
Daisy established online accounts for all expenses and paying through Bill Pay.
Recology: In the past we have had our large debris and compost bins comped. Cathy would call and let them know that we are a non-profit and we’ve gotten the fees waived.
We still need to sign paperwork to get new signatories on accounts. Paperwork is in Building 201.
SI-100 paid and submitted in time for 4/30/19 deadline.
990N due August 15.
Received some invoice reimbursements from Alexandra for Greenhouse. She is going to send an updated request for both this and last fiscal year.
Linda sent expenses for this and last fiscal year.
Question: How to handle reimbursements without receipts?
We will not reimburse without receipts
Need deadline for receipt submission within 90 days of purchase
Budget: Carry over all amounts except increase water by 5%
Financial Statement Update: Going to use calendar year and will post on Garden House Bulletin Board.
Requested railings for near her plot, but we don’t think it’s a good solution
She is open to moving to plot 50
Catz will lead effort
Greg and Wendy can help move her once plot is built
Group Member Policy:
Margaret Missiaen - okay to add her email list
Cecy: Need watering cans, planting containers, watering cans.
Cecy’s mom passed away and her friends will donate about $1,000. Cecy would like to use the money to buy tables, and a memorial plaque.
St. Dominques May 18th at 2:00 Service
St. Francis Yacht Club at 4:00 Memorial
Member requesting waivers for work days due to safety concerns. This is an ongoing with this member. We need to know if she has paid her bills.
Catz: Employee at Cafe Franco wants to help with a composting program.
NPS permit came through and is good for 18 months. We have to pay.
Letter to NPS with board members to authorize mail pick up - Steve
Leaky faucet research - Jonathan
Fix fence near Mary Anne - Catz, Steve
Purchase watering cans, planting containers, watering cans and wheelbarrow. Keep cost under $500 - Cecy
Kiosk Repainting - Cecy
Compost and Wood chips - Steve
Send member requesting waivers an email reminding compliance- Steve
Research Richard’s documentation: plots to rebuild and plot condition - Steve
Follow up with Dwight Ashdown regarding Garden Map - Steve
Provide timeline and estimates for ADA in Plot 50 for Linda - Catz
Email financials to Wendy for website - Daisy
Get P.O. Box - Wendy
Change to address - Wendy
Strategy for our address change
Mailbox options - Wendy
Request approval from NPS - Steve
Mailbox hanging - Cecy
Daisy, Steve, Wendy and David to try and coordinate date to get signatories on bank account
Email regular reimbursement issuers:
Submit within 90 days, or forfeit
Separate expenses; garden only on one receipt
Wendy, Cecy and Linda to draft committee structures and present to full Board for review and comment. Due June 3.
Wendy researching Google Drive.
Next Meeting Agenda Items
Review and approve minutes - All: 5 minutes
Review action items status - All: 5 minutes
Finance Report - Daisy: 10 minutes
Weekday work day: 15 minutes
New Business - All: 10 minutes