MINUTES, Feb 21, 2015 OHCA BOARD MEETING (next meeting Mar 11, 7PM at Bill Butler's house)
attendees: Steve Miller, Pat DeSan, Bill Butler, Ellen Butler, Sean Clark, Karen Iturralde, Helen Duthie
The group reviewed the overall agenda, and agreed to concentrate on the top-most items
Steve Miller reviewed the 8/31/2014 treasurer report. At that time, the balance was $27500. Later expenses were incurred for Halloween Parade, Christmas Party, etc. Vivian requested a current accounting, and projected 2015 expenses. Oscar Itruralde, Treasurer, was unavailable until Tuesday. The OHCA board deferred further financial discussion.
MEMBERSHIP DRIVE and INCREASING OAK HILL AWARENESS
- On 2/21, 2015, Sean will drop off postcards at the postoffice. The membership card will be expected to arrive 2/23 or 2/24. Karen will organize mailbox distribution of partial carrier routes.
- Earlier, Jack Nolan provided Oscar Iturralde the most current membership excel file. Steve will work with Oscar Iturralde on shared use of the file
- The board decided to issue a postcard flyer for the Easter Egg Hunt. The Dec, 2014 "Santa" card will be used as a model. The present Santa photo will be replaced with an Easter Bunny. Roseann Romano and Karen Iturralde ACTION - introduce new text for the Easter Egg flyer. Steve Miller - provide 10 "best" photos from previous egg hunts. (ALL: examine the response from the 2/23 membership mailing)
- On 2/22, Steve Miller will broadcast an alert (to present and past members) that the large postcard is on its way. Karen will post on Nextdoor. This alert will include brief directions on use of PayPal for $30 payment (Sean Clark ACTION). Sean will also post on the Oak Hill Facebook page (Sean Clark ACTION)
- The board voted to purchase ~300 car magnets for about $425 (Karen Iturralde ACTION)
- The board discussed embossed signage visible from the street. Neighborhood street signage will need Middletown approval- and will be pursued later.
- The OHCA board decided to collect information now, for a future Member Directory. The directory might be available on a password protected Oak Hill web site (such a site capability is yet to be created). There was a degree of concern about security with a broadcasted email to OHCA members, attaching the Member Directory.
- The OHCA board will pursue a resident's Business Directory at a later time.
- Sean reported a web developer will begin Feb 23. First job: update the existing oakhillnj.com. At a later date, redesign the web site.
- As USPS and Paypal membership arrive weekly, Bill and Ellen propose to call new members, ask for any missing directory information, and ask permission to publish an Oak Hill directory with restricted access to only Oak Hill members.
- March 3, Tues, 6PM, BoneFish Grill; Tale of Lobster & Shrimp (Bill Butler)
- April 4 is suggested rain date for the 3/28 Easter Egg Hunt
- May 5 General Meeting topics: Randall Gabriellan (Oak Hill history) Bill Butler to pursue; OHA president in 1962 (Bill Butler to pursue), and Phil Welch (head of Family Promise for last 30 years) - Steve Miller to pursue. Helen Duthie will reserve a room at the Methodist Church.
- May 15-16 Garage Sale Announcement (Ronnie Lander has prepared a draft) - This is a candidate for announcement on an April, 2015 card
- June 10 (Wed) "Schools Over Party". Pat DeSan to ask Dotti DeSan to sponsor (perhaps to be held at Toscanella or Zoni's)
- Family Movie Night: Karen is considering a Ferrin Court "Big Screen"
- Family Star Gazing: Karen was encouraged to schedule this popular event
- 8/8 "Twilight Cruise" on "The Great GaZee-Boat" out of Oceanport. Bill Butler is investigating.
A FINAL NOTE FROM Feb 21:
Bill reported that Lee Brewer was planning a press release that puts in perspective all of Oak Hill 2014-2015 activities. The press release is written to put Oak Hill "on the map".
THE BOARD DEFERRED FOLLOWING TO A LATER MEETING:
IMPLEMENTATION OF TECHNOLOGY (pat desan)
- Identify all the technology changes we are making, the advantages they provide to OHCA, how they will interact with each other, the costs if any, who is responsible to implement and a time frame for implementation.
- TECHHNOLOGIES & OHCA REQUIREMENTS:
LEGALITIES:
- OAK HILL COMMUNITY ASSOCIATION NAME: to create DBA Oak Hill Community Association, Form C-150G needs to be completed and mailed with a $50 check. 1/12/2015 email from Rebecca attached the form and instructions which listed the mailing address.
- NAME & ADDRESS CHANGE: OHA to OHCA: Oscar Iturralde's name and address to be listed on banking and insurance documents
- IN NJ FILES: OHA is ID# 0900044937, filed 7/1/1962, type "NP"; (but another NJ site says Oak Hill Association is "Inactive"
- OHCA is NOT 501C3 (not eligible for "Google for Non-Profits")
REPORTS BY STANDING COMMITTEES:
STATUS: GMAIL and FACEBOOK ACCOUNTS
- GMAIL ACCOUNTS:
- oakhillnj@gmail.com (Karen Iturralde); use (for common login) when creating google docs or Dropbox account.
- paymentsoakhill@gmail.com (used by Oscar Iturralde for membership payments via Paypal)
- EMAIL ACCOUNTS FOR OHCA BOARD MEMBERS: can emails can be associated with domain name oakhillnj.com ?
-
FUTURE FACEBOOK PAGE:(
Nicholas Ranieri Dec 22 email): To make it more like the website I was thinking about changing it to
www.facebook.com/OakHillNJ
- "Marketing Your Group on Pinterest, Twitter and Facebook"; free webinar at 4PM,Sat, feb21,