Board Meeting Agenda

July 21st, 2018
9:30 AM
OVF Meeting Area

  1. Move and second to accept unread the minutes of 05/19/2018 Board meeting.
     
  2. President’s Report ( 5 minutes )
    1.  All waivers updated.  New household member participant waiver for all adult household members of primary member
       
  3. Officer's Reports ( 15 minutes )
    1. Treasurer’s report
    2. Garden Master’s report
    3. Membership Secretary’s report
    4. Education Secretary’s report
    5. Independent Project Monitor report
    6. Phase Rep reports
       
  4. Old Business (MOTIONS with PUBLIC COMMENTS PERMITTED [Max. 2 minutes per speaker])
  5. New Business (MOTIONS with PUBLIC COMMENTS PERMITTED [Max. 2 minutes per speaker])
     
    1. Rules and Regulations - Recently, OVF updated its' By-laws to allow more stream-lined communication to members via electronic mail, when available; along those same principles...

      Motion - Amend the OVF Rules and Regulations, Section X, Item 1, by deleteting the last sentance, "Citations are considered delivered when they are placed into members’ mailboxes."   And simultaneously, update the Policy and Procedures document to include: "Citations are considered delivered when they are placed into members’ mailboxes or delivered via electronic mail, whichever occurs first.

       
    2. Policy and Procedures -  Since 2010 OVF members have been given the option to opt-in to receive their annual renewal notice via email, current OVF policy is that all members who join the garden after January 2017 receive annual renewal notices via email only, with almost 85% of eligible members currently receiving annual renewals via email, to continue saving resources...

      Motion - Update the OVF Policy and Procedure document to add: Effective 1/1/2019 all members with an email address on file will receive annual renewal notifications via email only. 
         
    3. Tomato plants - In an effort to combat the effects of Late Blight and other air-borne diseases on tomatoes...

      Motion: Update the rules and regulations to ban ALL tomato plants from the compost area with gardeners required to dispose of tomato plants and trimmings in the Green Waste bins or in the dumpsters.

       
    4. Executive session 

       
  6. Future Agenda Items (2 minutes)
    1. 2019 plot fees - sub-committee to meet prior to next board meeting, tentative, Aug. 25/26 or Sep. 8/9
    2. Potential IP fee
    3. Permanent shade structure over meeting area
  7. Public Comments (Max. 2 minutes per speaker)
  8. Next General Meeting August 11th, 2018
  9. Next Board Meeting: September 15th, 2018
  10. Request for move and second to adjourn

"We learned about honesty and integrity - that the truth matters... that you don't take shortcuts or play by your own set of rules... and success doesn't count unless you earn it fair and square." — Michelle Obama

OVF 2018 Budget

Category / Description 2018 YTD 2018 Budget Over (Under) FY % YTD 2017 Budget
INCOME
FEES
    MEMBERSHIP FEE
39,106.50
38,500.00
606.50
101.6%
30,000.00
    ASSOCIATE FEE
1,336.00
1,300.00
36.00
102.8%
800.00
OTHER INCOME
    RECYCLE
1,439.08
2,200.00
-760.92
65.4%
2,200.00
    DONATION RECEIVED
3,500.00
1,000.00
2,500.00
350.0%
1,000.00
    GREENHOUSE SALES
2,109.00
1,500.00
609.00
140.6%
0.00
INTEREST INCOME
    INTEREST EARNED
8.26
50.00
-41.74
16.5%
50.00
TOTAL INCOME  
$ 47,498.84 44,550.00 2,948.84 106.6  
EXPENSE
SITE MANAGEMENT
    BEAUTIFICATION
124.28
200.00
-75.72
62.1%
150.00
    CARPENTRY
212.40
200.00
12.40
106.2%
200.00
    COMPOST & SHREDDING
2,642.81
1,250.00
1,392.81
211.4%
1,250.00
    INSURANCE
0.00
2,250.00
-2,250.00
-
2,200.00
    MISC. GARDEN SUPPLIES
1,019.56
800.00
219.56
127.4%
800.00
    ORCHARD
472.08
400.00
72.08
118.0%
300.00
    PEST MANAGEMENT
756.13
1,050.00
-293.87
72.0%
1,000.00
    PLUMBING
783.04
575.00
208.04
136.2%
550.00
    PORTABLE
2,125.45
2,125.00
0.45
100.0%
2,100.00
    SECURITY
245.48
400.00
-154.52
61.4%
350.00
    TREE MAINTENANCE
2,680.00
3,000.00
-320.00
89.3%
2,800.00
    GREENHOUSE SUPPLIES
354.62
600.00
-245.38
59.1%
0.00
ADMINISTRATION
    CHAIR & BOARD
791.55
750.00
41.55
105.5%
450.00
    MEMBERSHIP
981.42
750.00
231.42
130.9%
500.00
    EDUCATION & NEWSLETTER
384.51
850.00
-465.49
45.2%
850.00
    POTLUCK & WORKDAY
354.32
800.00
-445.68
44.3%
750.00
    DONATED FUNDS
2,265.95
2,500.00
-234.05
90.6%
3,500.00
UTILITIES
    D W P - POWER
392.75
1,000.00
-607.25
39.3%
800.00
    D W P - WATER
8,391.73
25,500.00
-17,108.27
32.9%
20,000.00
    TELEPHONE
535.47
1,050.00
-514.53
51.0%
1,000.00
TOTAL EXPENSE  
$ 25,513.55 46,050.00 -20,536.45 55.4  
RESALE INCOME
    KEY SALES
91.00
100.00
-9.00
91.0%
150.00
    LUMBER SALES
658.15
750.00
-91.85
87.8%
300.00
    T-SHIRT SALES
340.00
750.00
-410.00
45.3%
750.00
TOTAL RESALE INCOME  
$ 1,089.15 1,600.00 -510.85 68.1  
RESALE EXPENSE
    KEYS FOR RESALE
0.00
100.00
100.00
-
150.00
    LUMBER FOR RESALE
923.29
750.00
-173.29
123.1%
300.00
    T-SHIRTS PURCHASES
0.00
750.00
750.00
-
750.00
TOTAL RESALE EXPENSE
923.29 1,600.00 -676.71 57.7%  
 
NET RESALE INCOME / (EXPENSE)
165.86 0.00 165.86    
NET OPERATING INCOME / (EXPENSE)
21,985.29 -1,500.00 20,485.29    
2018 ANNUAL SURPLUS / (DEFICIT)
22,151.15 -1,500.00 20,651.15    
 
 
B of A Checking
32,649.89  
B of A Savings
20,003.29  
First Internet Bank - CD1
10,065.54  
First Internet Bank - CD2
7,554.89  
First Internet Bank - CD3
7,557.18  
Budget as of: 2018-07-21