OceanView Community Association 
Serving the community with a wide range of activites and services.

Our OVCA Board of Directors

Current Board Meeting Minutes
(past minutes can be found below)

Board Meeting AGENDA – April 18, 2018
 
CALL TO ORDER:   12:22 PM

BOARD MEMBERS PRESENT:  Dave Anderson, , Paulette Frerichs, Ron Gall
 
DIRECTORS PRESENT:  Director - Joan Guithues
 
COMMITTEES:  Membership -  Eleanor Shannon
         By Laws – Eleanor Shannon
 
GUESTS PRESENT:  Event Coordinator – Karen Powell
 
FEBRUARY MINUTES:  Approved: Yes    Corrections: None (No BOD meeting in March)

TREASURER'S REPORT:  Net profit of $215.09 in February and $1,100 in March
           
OLD BUSINESS:
 
2.  Membership Committee:  OVCA office staff have provided Eleanor with a list of current and past OVCA Members. 
 
3.  2017 GE & IRS Tax Returns:   Tax returns have been filed.

4.  Eleanor submitted a By Laws binder for each OVCA Officer and an extra for Directors at the February board
            meeting with change recommendations. 
            Action:  Board to address Eleanor’s recommendations before the Annual Meeting

 
5.  Fundraiser Planning:  - Yard Sale; Food Drive
            Action:  Yard Sale – Need teams of four; estimated to take about 20 hours. Paulette made motion to target
                 the yard sale date for October 6th; seconded by Ron; passed unanimously.

                 Food Drive - Suggestion was made to put boxes for food donations at stores in Ocean View.                          Ron will make a flyer to post on the donation boxes.
 
6.  Still need signs for Community Center advising the public, due to problems at free dinners etc that:
            OVCA reserves the right to refuse service to anyone.

 
7.  Ron will call Leaders Merchant Services for $350 refund (their system not compatible with our website).
 
NEW BUSINESS:

1.  Main Hall painting:  Dave Anderson, Evie Becker, Dennis Boskofsky & Gary Bailey did a great job painting the ceiling and walls.
 
2.  Other painting/remodel projects:  Kids Library, Ladies Restrooms, Computer Lab and Pantry
 

3.  Volunteer Coordinator: 
            Action:  Lynn Vanleewen appointed to coordinate volunteers for OVCA events.
 
4.  New VA Counselor & Telehealth Schedule:
            Beginning May 17th VA Telehealth will be every Thursday (except July 19 & 26)  8-11:30 AM

            Vet Center Outreach will be the 4th Thursday of the month beginning May 24th.
 
5.  Carpet will be installed in the VA Telehealth room the first or second week of May.
 
6.  Paulette made motion to appoint Joan Guithues as a Director; Ron seconded; passed unanimously.
 
Meeting Adjourned:   1:50 PM
 
Submitted by Ron Gall
 
_________________________________
Ronald M Gall - President





Past Board Meeting Minutes

BOD Meeting Minutes – February 21, 2018
 
CALL TO ORDER: 12:08 PM

BOARD MEMBERS PRESENT: Dave Anderson, Paulette Frerichs and Ron Gall
 
COMMITTEES:  Membership -  Eleanor Shannon & Jason Wolfe
         By Laws – Eleanor Shannon
         Building Use – Karen Powell
         Director – Barbara Lewis
 
GUESTS PRESENT: Gary Bailey, Greg Guithues, Joan Guithues
           
DECEMBER MINUTES:      Approved:  Yes           Corrections: None

TREASURER'S REPORT: January Profit of $1,370.33
           
OLD BUSINESS:
 
1.  Credit Card payment option on the website:        
            Action: Ron has sent documentation to PayPal to reactivate the OVCA account.  After it is reactivated, Ron or

            Dayle Rhodes will add a PayPal button to the OVCA website to start accepting online payments for dues and
            donations. 
            Leaders Merchant Services charged OVCA $350 to cancel the account.  Ron has contacted Leaders and has been

            told that since we are a nonprofit and Leaders program is not compatible with our website the $350 will be
            refunded. Ron is waiting for confirmation of the refund and Paulette will watch for it on our bank statement.
 
2.  Food Baskets:  Michele, Paulette & Joan made a new contents list for the Food Baskets; average $16 each with 3-4 meals in each basket.
 
3.  Ocean View Deep Clean Project Update: The first two dumpsters were loaded by volunteers and removed by the county. The third
dumpster was loaded on Feb 17th and is ready to be removed. Three pickup loads were also taken to Waiohinu Transfer Station.  The fourth dumpster was delivered this morning and will be loaded on Saturday, February 24th. We’ll probably have a bit remaining to take  to Waiohinu to complete the project.
            Action: Greg will bring battery operated reciprocating saw; Ron to bring extra blades and bolt cutter.
           

4.  2017 GE & IRS Tax Returns: Paulette has filed the GE Tax return; Paulette & Dave will meet to prepare the IRS Tax return.
           


NEW BUSINESS:

1.  EFSP Grant: The full amount of the grant has been spent. Ron has sent the Phase 34 spreadsheets and documentation for Cheryl Holland (United Way in Hilo) to review. 
                Action: The EFSP website still has not posted the Phase 33 & Phase 34 option to send our reports. After the
                reports have been reviewed and when the EFSP website is ready, Ron will send our reports to EFSP.
                       

2.  2018 OVCA Officers: The board elected Ron Gall as President/Secretary; Dave Anderson as Vice President; and Paulette Frerichs as Treasurer. Michele Wyres withdrew from the board but will continue to help with the free dinners; she and Bill Wyres will also work the pancake breakfasts. 

3.  Membership Committee: Eleanor Shannon has been joined by Jason Wolfe and Barbara Lewis.  Jason will use his skills to resurrect the OVCA Facebook page with a link to the OVCA website. OVCA office staff will provide Eleanor with a list of current and past OVCA Members. Joan suggested to include a Volunteer application in the Newsletters.

 
4.  By Laws Committee: Eleanor passed out a By Laws binder for each OVCA Officer and an extra for Directors. She gave the board a review of the binders.  Her goal is to revise the By Laws to resolve conflicting articles as recommended in the binders and others to be prepared. She will proceed in steps over the next months.
 
5.  Finance Committee: Set over to March board meeting.
             

6.  Fundraisers:  - Yard Sale: We need someone to coordinate volunteers to clean, sort & price items. The last yard sale was our most
           profitable fundraiser.
           - Food Drive: Board members to develop ideas to be discussed at the March board meeting.
            Action: The target date for the yard sale is April or May

                       
7.  Boys and Girls Club:  Request for donation from OVCA to be considered.
            Action: No donation at this time.
 
8.  Reader Boards: The OVCA website address has been added to the top of the reader boards.
 
9.  Main hall is ready to paint. The board and guests selected the wall, accent wall & ceiling colors as adopted by Paulette’s motion; seconded by Barbara; and passed unanimously.
            Action:  Dave will start painting when the paint arrives.
 
10. Dogs at the free dinners and other meals (ie. Pancake breakfast). Ron contacted the Health Department Sanitation Division for guidelines. As a private facility, we are allowed to refuse service to anyone; service animals are allowed and we are allowed to ask what service an animal provides; the service animal is not required to wear a vest designating as a service animal. We already have signs posted that only service animals are allowed inside the OVCA facility.
            Action: A sign needs to be posted advising the public that: 
                - The OVCC is a privately owned facility; and
                - The OVCA reserves the right to refuse service to anyone.
If a guest during a meal has an allergy (as happened at a free dinner), the animal owner will be asked to eat his/her meal on the lanai.  Otherwise, the animal owner will not be served.

 
Meeting Adjourned:  
 
Submitted by:  Ronald M Gall
 
 
 
Signed:  ______________________________
     Ronald M Gall - President




OVCA Annual Meeting Minutes – January 17, 2018
 
CALL TO ORDER: 12:15 PM

BOARD MEMBERS PRESENT: Barbara Lewis, Dave Anderson, Paulette Frerichs & Ron Gall
 
GUESTS PRESENT: Eleanor Shannon, Gary Bailey, Glenda S, Joan Guithues & Karen Powell
           
DECEMBER MINUTES: Approved; No Corrections

TREASURER'S REPORT: December Profit:  $25.73
           
OLD BUSINESS:
 
1.  Credit Card payment option on the website: Ron cancelled Leaders Merchant Services & Authorize.net
            Action: Dayle Rhodes and/or Ron will add a PayPal button to the OVCA website to start accepting online

                       payments for dues and donations. 

2.  Surplus funds from Ocean View Deep Clean project: As approved by the Board in December, Ron has purchased and received the reader board track to be installed after the reader boards are repainted.          
            Action: The carpet squares for the Kids’ Library still need to be selected and purchased.

 
3.  Boys and Girls Club: Jasmine has advised that the Boys & Girls Club will not be able to provide the after school services in Ocean View this year. They will be providing goodie bags with personal hygiene products at the OVCA free dinners.
 
4.  EFSP Grant: We have received the second half of the grant. We still MUST spend the balance (about $2,800) by January 31, 2018 or forfeit the balance.
            Action: Paulette & Michele will shop for the grant food. Paulette & Ron will submit the EFSP reports.

5.  Free Dinners & Food Baskets: 
            Action:             
               - The Free Dinners resumed on January 10th and will continue on Wednesdays with exceptions when
                special events are scheduled (ie. Volcano Awareness on January 17th).
               - Michele, Paulette & Joan are working on a new contents list for the Food Baskets.


6.  OVCA Costco Membership has been changed to Paulette Frerichs and Michele Wyres.
 
7.  2017 GE & IRS Tax Returns: Status from Paulette & Dave Anderson
            Action: Paulette will submit the GE tax return this week. Dave will prepare the IRS tax return with the financia
l
                information from Paulette.
 
8.  Ron attempted to contact Richard Ebert about items he may want to donate to OVCA. Ron has sent an email to Richard (1-16-18) asking if items are still available.
 
NEW BUSINESS:

1.  Installation of 2018 Board of Directors:  Elected 2018 directors are:  Barbara Lewis, Dave Anderson, Michele Wyres, Paulette Frerichs and Ron Gall.         

2.  2018 Officers:
            Action: The Directors will elect the 2018 Officers on Wednesday, January 24th in the Executive Board session

                at Noon.

3.  Ocean View Deep Clean Project Update: 
            - Mike Kaha at Solid Waste Management will deliver dumpsters to OVCA lot in February for volunteers
               to load. Dumpsters must be loaded within 7 days, then county will pick up and haul away.
            Action: Dave Anderson will coordinate volunteers to load dumpsters and coordinate with Mike Kaha.

                       
4.  Membership and By-Laws Committees: Eleanor Shannon offered to be a member of these committees. Discussion expressed the need to increase membership with the possibility of direct mail to all Ocean View PO boxes. It was agreed that the By-Laws need some revisions to clarify some sections and correct conflicting sections. Glenda will consider serving on a Finance Committee.
            Action:  Paulette made motion to appoint Eleanor to both committees; Barbara seconded the motion; motion

                 passed unanimously. Glenda will advise the Board regarding a Finance Committee at the February
                 Board Meeting.
5.  Reader Boards:  We now have new tracks to install (with 5 lines) after the boards are scraped and repainted.
            Action: Preparation of the reader boards may not be completed until around April.


6.  Google Maps:  It has been noticed that Google Maps shows the community center location as the “Ocean View Baptist Church”.
            Action:  Ron checked Google Maps on January 19th and found that it has been corrected. The map now

                   shows our address as “Ocean View Community Center”.
 
7.  Fundraisers:  OVCA needs to do more fundraising. 
            - We have enough donations for a Yard Sale but no one responded to our request for volunteers to clean, organize

             and price the items. If we can get enough volunteers to help, it is suggested that we have the yard sale in April
             or May.
            - It was also suggested that we have a Food Drive to supplement the dinner and food basket programs.
            - Another suggestion is to post “OVCC Needs Help” on the reader boards when space is available.

 
Meeting Adjourned:   1:30 PM
 
Submitted by:  Ron Gall
 
 
____________________________
Ronald M Gall - President



BOD Meeting Minutes – December 20, 2017
 
CALL TO ORDER: 12:24 PM
 
BOARD MEMBERS PRESENT: Dave Anderson, Paulette Frerichs and Ron Gall
 
GUESTS PRESENT: Rachell Barker
           
NOVEMBER MINUTES: Approved
 
TREASURER'S REPORT: November profit of $32.95
           
OLD BUSINESS:
 
1.   Draft letter to send to potential advertisers: 
            Action: Ron to print in color and email to Paulette for mailing (Done 12-21-17).

 
2.  Credit Card payment option on the website:  Update from Ron
            Action: Dayle Rhodes and Ron have not been able to put on website without more charges.  We will add a PayPal button to the OVCA website to start accepting online payments. 

3.  Ocean View “Deep Clean” Project Update: 
            - The second request was submitted to Mayor Kim and Solid Waste Management on November 6th to
               place dumpsters on the OVCA lower lot for volunteers to load and the county remove.  Mayor Kim is
               making this happen! Mike Kaha at Solid Waste Management will be in touch once the details and
               schedule for contract services are arranged.  No date yet. 

            - We have $443.53 surplus from the grant.  Suggestions to use the balance?
                (ie. Carpet squares for kids’ library; letter holders & paint for the reader boards, etc)

            - We have not gotten funding for tire disposal fees.  Ron to explore options for tire disposal. 

            Action: Motion by Ron, seconded by Paulette to use the surplus grant funds to pay for: carpet squares for the Kids’ Library; letter holders & paint for the reader boards; and ??????? Motion passed unanimously.

4.  Thanksgiving Dinner:  Over 360 dinners were served and about fifty volunteers helped with the event.
 
5.  Boys and Girls Club:  Ron contacted by email on December 11th and told Jasmine that we have room for the computers they offered to donate and the basketball hoop.  I asked if they could pay $60/month to cover the utilities for the events.  No response yet.
            Action:  Ron continue trying to contact Jasmine and Malia.  With a tentative start date of January 8th, we need a commitment from B&GC to reserve space for them to use. 

 
NEW BUSINESS:

1.  EFSP Grant:  Ron submitted the Interim Report and request for the second half of the funds.  However, we still MUST spend the full amount ($5,000) by January 31, 2018 or forfeit the balance.
Free dinners estimated cost is about $450/month with the EFSP grant ($3,000) covering costs for about six months.  So OVCA would need to budget about $2,700 for the other six months. Food Baskets currently cost about $23 each ($760/mo for 33 baskets once a month).  At that cost, the EFSP $2,000 grant will pay for about two and a half months.  We have 33 people picking up food baskets in last three months. The total cost for the remaining nine and a half months would cost OVCA about $7,220. The total cost for both food programs would be nearly $10,000 per year.  We need to reduce the cost of the food baskets.  What should each food basket contain? (ie. 2 protein, 1 starch, 1 fruit & 1 veggie?)

Since the OVCA Costco membership renewal is due in February and EFSP must be spent by the end of January, do we want to renew?

              Acttion:Food basket costs to be reduced with more cost effective yet healthy foods. Free dinners will move to Wednesdays beginning January 10th. Costco membership to be changed to Paulette and Michele.
 
2.  Ballot count for election of the 2018 Board of Directors:
            Barbara Lewis:____   Dave Anderson  ____  Michele Wyres  ____  Rachell Barker  ____
            Ron Gall ____  Paulette Frerichs ____

            Question regarding when a member qualifies to be a Director.

            Action: Eleanor Shannon submitted a letter stating that the six month requirement to be a candidate for a Director position is silent as to whether or not the six month period needs to be continuous.  OVCA past interpretation has been that the six months be continuous.  Since the President has the authority in the By Laws to appoint a member to the board when there is a vacancy (currently 7 vacancies), the board agreed that the point is moot.

            Action:  Ballots received total 50 (about 27% of members) compared to 18 (about 7% in 2017). While not all candidates received 50 votes, all received a large majority of all votes.

3.  2017 GE & IRS Tax Returns:   Dave, Paulette & Ron to prepare and file before January 20th.
            Action:  Paulette to file the General Excise return before January 20th; Dave to file IRS return before May 15th.

 
4.  Do we need to contact Richard Ebert about donating printers/scanners?  Have enough?  Need reserve?
            Action:  Ron to contact Mr Ebert and accept donations if they are still available.

 
5.  Paula Boyer re Disability Legal Services: She can pay $60/year ($5 per event vs $10 per event) as this service is provided to community for a small or no fee.
          Action: The board agreed to accept $60 per year for this as a service to the community.
 
6.  Other:  It was suggested to include a rain report in the newsletters.  Ron to find source pertaining to Ka’u District and/or Ocean View.

Meeting Adjourned:   1:19 PM
Submitted by:  Ron Gall
 
 
____________________________
Ronald M Gall - President


BOD MEETING – November 15, 2017
 
CALL TO ORDER: 12:10 PM
 
BOARD MEMBERS PRESENT: Dave Anderson, Barbara Lewis, Paulette Frerichs and Ron Gall
 
GUESTS PRESENT: Boys & Girls Club representatives present: Malia Farias and Jasmine Branco, Eleanor Shannon
           

OCTOBER MINUTES: Correction to Old Business #3 – Should be Paulette instead of Paula
     Correction to New Business #8 – Motion passed to charge $15/Hr for Computer Lab
     Approved with corrections:  Yes  

 
TREASURER'S REPORT:    October Expenses:  $1024.03   Income:  $2,363.65   Profit:  $1,339.62
           
OLD BUSINESS:
 
1.   Draft letter to send to potential advertisers: 
            Action: Paulette & Ron will review business list to make mailing list.

 
2.  Credit Card payment option on the website: 
            Action: We are now enrolled with Leader Merchant Services.  However, Ron and/or Dayle Rhodes need to figure

                out how to set up the “Shopping Cart” function on our website. We anticipate that it will all be ready to go
                by December 1st.
 
3.  VA Telehealth Station: Update from Joan and/or Cori.
            Action: Kona VA Medical Team will be making appointments for the first and third Thursdays of each month

                beginning November 2, 2017.

4.  Ocean View “Deep Clean” Project: Huge success with about 30 volunteers. Two 40 foot Matson containers were filled with furniture and
  unloaded at the Hilo Landfill. We provided lunch and bottled water to volunteers but did not pay for gas. After grant funds are received from Matson, Ron will submit the final budget to the board for approval.
            - Ron has submitted two requests to the county to place three dumpsters on the OVCA lot where
              appliances and scrap metal were staged. The first request to Solid Waste Management was rejected    
              citing the lack of resources. The second request was submitted to Mayor Kim and Solid Waste
              Management on November 6th but no response has been received to date.
            - We have not gotten funding for tire disposal fees. After some negotiations, the General Manager at
               Costco declined to help. Royal Hawaiian Movers may still provide some help. Ron to explore other options. 
           Action: Ron to submit final project budget when we receive grant monies from Matson to present at December BOD

               meeting.
5.  Keiki Jiggle Bums (New keiki program - no one showed on Nov 1st a few came today!):
           Action: Paulette made motion to waive rental fees for this program through December; Dave seconded;motion passed unanimously.


NEW BUSINESS:

1.  Boys & Girls Club Discussion:
            - Tentative start date at OVCC on January 8, 2018; Monday through Friday 3-5 PM in Main Hall
               without kitchen; B & G will change to another room/area as needed when OVCC has confirmed
               reservations.
            -  Adult to child ratio is 1 adult to 30 children; anticipating 40+ children ages 6-17 years old.
            -  Naalehu Elementary school buses have agreed to stop at OVCC for children attending B & G.
            -  B & G has 8 desktop computers and a portable basketball hoop & balls to donate to OVCA.
            -  B & G will provide snacks to children.
            -  B & G themes will be Fitness, Academic Support; and Mentoring/Leadership.

 
2.  Thanksgiving Dinner:  What preparations do we need to do and When? We have napkins and tablecloths
            Action: All items needed by 11/22/2017. Dave and Paulette have lists of items needed and what we already have o
n hand.

3.  EFSP Grant:  We now have the first half ($2,500) of the new EFSP grant. We can request the second half of the funds anytime and we
          do not need to spend the first half before requesting second half. However, we MUST spend the full amount ($5,000) by
          January 31, 2018. The board needs to:
             - Evaluate the OVCA budget to determine what amounts we can budget for the free dinners and food baskets.
             - Decide when to resume and how often we serve the free dinners.
             - Decide how often to provide the food baskets and what should be in them.
            Action: Staff will decide what the food baskets should contain. Board needs to budget for baskets. The board

                    decided to resume weekly free dinners on Wednesday, January 10th (Paulette).
 

4.  Ballots for election of the 2018 Board of Directors:  Mail to all currently paid members?
     Now on ballot:  Barbara Lewis, Dave Anderson, Michele Wyres, Rachell Barker, Ron Gall & Paulette Frerichs
            Action: Paulette will mail out ballots November 17-20.


5.  Smoke detectors for OVCC: 
            Action: Glenda confirmed that smoke detectors are not required in our facility (per county).

 
6.  Burglar alarm system for OVCC: Our insurance may require so we need to review insurance policy.
            Action: Ron will review insurance policy and confirm with our insurance agent.
           

7.  2017 GE & IRS Tax Returns:   
            Action: Dave, Paulette and Ron will prepare the returns.

 
8.  OVCC Member / Non-Member Fees:
            Action: WIFI Free / Free; Printing $0.10 per pg / $0.25 per pg; Scanning $0.15 per pg / $0.25 per pg;
                Faxes $0.50 per pg / $1.00 per pg (Long distance not available); Computers Free / $2 per hour.

 
9.  MAHALO to Eleanor for the new laptop. What does staff want on the laptop for use?
            Action: Ron to share Microsoft subscription when renewed in January and load what staff need.
 
10.  We need to contact Richard Ebert about donating printers/scanners. 
            Action: Ron to contact Richard.



Meeting Adjourned:   2:10 PM
Submitted by:
 
 
____________________________
Ronald M Gall - President

BOARD MEETING MINUTES – October 18, 2017
 
CALL TO ORDER:             12:11 PM
 
BOARD MEMBERS PRESENT:     Dave Anderson, Paulette Frerich, Ron Gall, Barbara Lewis
 
GUESTS PRESENT: Eleanor Shannon, Mars Cavers, Glenda S, Rachell Barker
           
SEPTEMBER MINUTES      APPROVED
 
TREASURER'S REPORT:    Loss of $18.55 due to Pancake Breakfast expenses (see attached)
           
OLD BUSINESS:
 
1.   Draft letter to send to potential advertisers:  Paulette drafted letter for Board to review.
            Action: Send out last week of October

 
2.  EFSP Grant – Ron and Paulette interviewed in Hilo on September 21st for the next EFSP grant.        
            Action: Waiting for grant approval

 
3.  Credit Card payment option on the website:  Ron has contacted three credit card services to consider (see summary attached).
            Action: Paula moved, Barbara seconded that OVCA use Leader Merchant Services.  Ron to set up.

 
4.  VA Telehealth Station: GlobalMed Telemedicine provided training for five volunteers the week of September 17-23. The Kona VA Clinic expects to use the kiosk once or twice a month beginning November 2nd.  This is the first rural community in the United States to have this system.
 
5.  Ocean View “Deep Clean” Project:  This project will occur on Saturday October 21st with volunteers meeting 8 AM at the Ocean View Community Center. All costs funded by Matson Hilo.
            - Two Matson containers will be located on Aloha below HOVE Road Maintenance Office
            - Volunteers will pick up large items along roadways in Ocean View and place in the containers
            - Volunteers will also pick up metal and appliances and deliver to the Waiohinu Transfer Station
            - We have not gotten funding for tire disposal fees. Therefore, volunteers will NOT pick up tires along
               roadways during this project. Ron is still working with Costco and Royal Hawaiian Movers to waive
               or pay tire disposal fees. 
            - OVCA will provide bottled water (Paulette) and lunch (pizza) for volunteers.  Drivers will be given a
               nominal fee as reimbursement for fuel.
            Action: Ron will email OVCA Members & Past Members to have them attend an organizing meeting at OVCC on Thursday, October 19th to sign up as volunteers for this project.


NEW BUSINESS:

1.  Thanksgiving Dinner:  What preparations do we need to do and When? We have napkins and tablecloths
           
            Action: All items needed by 11/19/2017. Dave and Paulette have lists of items needed and what we already have on hand.

 
2.  Free Thursday Dinner & Food Basket Programs:  Event has been temporarily cancelled to give our volunteers a break. Preparing and serving the dinners is a lot of work for volunteers, and we really need more volunteers to ease the burden on the few we have.

            Action:  The OVCA budget needs to be evaluated regarding the dinner costs for the next year. While we anticipate a new EFSP Grant, we have not received notice of an award yet.
                       
3.  Nominations for 2018 Board of Directors: 
     Up to eleven (11) Directors can be elected; then the Directors elect the four (4) Officers. We have solicited nominations by email to current and past members. No nominations have been received to date. Now what?
            Action: Rachell Barker and Eleanor Shannon may apply.


4.  Smoke detectors for OVCC:  We need to check/replace/buy smoke detectors where needed. 
            Action: We need to have the fire extinguishers checked.

 
5.  Burglar alarm system for OVCC:  Our insurance may require so we need to review insurance policy.
            Action: We need to review insurance policy; we may need to install an alarm system.
           

6.  Ballots & Membership mailings:  Membership as of October 16th is 155 by email + 57 USPS
            Action: Ron will draft ballots and membership renewal notice.

 
7.  2017 Tax Returns:   We have volunteer preparer.
 
8.  OVCC Fees:  WIFI free, Computers/Printers/Scanners? Computer Lab/Conference Room: $15 per hour was moved and passed
            Action: Richard Ebert has printers/scanners to donate. Eleanor will donate new computer. It was      suggested that we may need a buzzer for the back door.

 
9.  Keiki Jiggle Bums (New keiki program):  Should OVCA offer reduced rent to get the program
     started?

            Action: November 15 upstairs. Rachell has large mirrors.

10.  Coffee to be kept at front desk; all accessories in Green Room.

Meeting Adjourned:   2:10 PM
 
Submitted by Barbara Lewis – Secretary
 
____________________________
Ronald M Gall - President
Ronald M Gall - President
BOARD OF DIRECTORS MEETING MINUTES – September 20, 2017

CALL TO ORDER:             12:10 PM

BOARD MEMBERS PRESENT:     Barbara Lewis, Paulette Frerichs and Ron Gall

GUESTS PRESENT: Karen Pucci and Anna Towner
           
AUGUST MINUTES APPROVED              Yes                 

TREASURER'S REPORT:    August Income:      $1,016.00
               Expenses (w/o Insurance):  $  989.61
                       Insurance          $4,894.97
               Net Loss for August      -$4,868.58
           
OLD BUSINESS:

1.   Draft letter to send to potential advertisers:        
            Action:  Paulette submitted draft letter to send to businesses in October or November.


2.  EFSP Grant – Ron submitted the grant application on September 6th. 
            Action:  Ron and Paulette interviewed at United Way in Hilo on September 21st.  We hope to receive

                 approval or denial in October.

3.  Credit Card payment option on the website:  Ron has not received details yet. 
            Action:  The board unanimously agreed to add options use of credit/debit cards and PayPal on the

                 OVCA website.

4.  VA Telehealth Station:  GlobalMed Telemedicine donated the equipment to the OVCA for real time doctor visits with veterans at the Community Center. It was installed and tested on September 18th.  Training for four volunteers is being provided by GlobalMed on September 19, 20 & 21. The Kona VA Clinic expects to use the kiosk once or twice a month. 

5.  Boys & Girls Club:  No response from anyone at Boys & Girls Club.  They may have discontinued their program at Kahuku Park.  Until OVCA gets a response from someone at the Boys & Girls Club, there seems to be nothing else we can do to partner with them.

NEW BUSINESS:
Ocean View “Deep Clean” Project:  Tentative date OCTOBER 21st. Two options were available and the BOD approved the option for Matson to deliver a container to Ocean View and we can use it for up to three days. Only large items such as furniture, appliances, etc. will be loaded in the container.
  a.  Prior to cleanup day, we need to provide Matson with a Certificate of Liability Insurance naming Matson Hilo as the certificate holder. 

  b.  After cleanup day, we need to send Matson a few documents before the grant monies will be released.  Ron will get those documents before a date is set for the event.
  c.  Container needs to be delivered to smooth level surface area. Ron will provide Matson with photos of the two lots below OVCC to be approved as the container drop-off.  An alternative may be at HOVE Road Maintenance property.
  d.Volunteers with pickups are needed to gather items roadside and transport to the container. Drivers’ fuel costs will be reimbursed from the grant.
  e.Volunteers will also be needed to follow container to Hilo Landfill for off-loading and cleanup of container. Rubber gloves will be provided to volunteers but it is suggested that volunteers bring leather gloves to use.

f.Bright colored vests as well as lunch (from Paulette) and water will be provided for volunteers.
  g. We’re exploring if we can buy T-shirts or hats for volunteers after project completion.
  h. OVCA expenses will be reimbursed by Matson grant monies after project completion.


2.  OVCA Yard Sale: No volunteers have come forward to help clean, organize and price items.  No word on whether high school students are available to help.
            Action:  The board agreed to postpone the Yard Sale until after the end of this year.

3. We have rented the Main Hall and Kitchen to a church on October 14th.  While we want to keep the Pancake Breakfast days consistent, we will generate additional income by moving Pancake Breakfast in October to October 7th. 
            Action:  The board agreed to move Pancake Breakfast for October only.


4.  Thanksgiving Dinner Prep:  Ron sent out 28 letters requesting donations for this year’s dinner. Are there other preparations we should be doing? (ie. Buy napkins on sale, table cloths, etc)
            Action:  Thanksgiving Dinner will be served 1-4 PM on Thursday November 23rd. We need to make a list of the supplies we have and those we need. Ron to have the event advertised in the Ka’u Calendar.

5.  OVCA Membership Benefits:  What new benefits can we offer our members?
            Action:  Ron made motion, seconded by Paulette, to offer OVCA Members a 15% discount on rental charges for their use of Community Center facilities.  Motion was unanimously approved.


6.  Christmas Event at the Ocean View Community Center: The Lamb of God Baptist Church, Na’alehu Amazing Grace Baptist Church and the Kona Hispanic Seventh Day Adventist Church will perform a Christmas Concert from 6 pm-9:30 pm on December 22nd.
            Action:  The board unanimously agreed to waive the building use fees for this event.

7.  Facility Improvements were discussed.  It was agreed that we need a comprehensive long-term plan
    for the downstairs spaces.


8.  Board Nominations for 2018:  None submitted to date.


Meeting Adjourned:   1:20 PM

Submitted by Ron Gall for Barbara Lewis


______________________________________        Date ____________________
Ronald M Gall - President

BOARD OF DIRECTORS MEETING MINUTES – August 16, 2017

CALL TO ORDER:             12:07 PM
BOARD MEMBERS PRESENT:     Paulette Frerichs, Ron Gall, Barbara Lewis
GUESTS PRESENT: Anna Towner and Karen Pucci.  Richard Ebert of Neighborhood Watch came to confirm that OVCA has no interest in funds that were left in former Neighborhood Watch account.
           
JULY MINUTES APPROVED  Yes                 

TREASURER'S REPORT:    July Income:    $674.50
               Expenses:      $334.62
               Profit        $339.88
           
OLD BUSINESS:
1.   Draft letter to send to potential advertisers:  Status from Barbara
        Action: Paulette will prepare letter to potential advertisers.

2.  EFSP Grant – Final reports were submitted today to United Way.  Over three thousand meals were prepared and served since October of 2016. 
        Action: Ron to find out when we apply for 2018 grant.
                 Ron will find out how many food boxes have been prepared and delivered.

3.  Coffee Social & Coffee with a Cop: 
        Action: Will continue quarterly per Officer Tayamen

4.  Long distance and voicemail:  About 15 long distance calls made from staff cell phones since 6-19-2017.  Voicemail is now active and remote access is available. Callers will not get a busy signal if staff is helping someone on the phone. Paulette offered use of Oven Treats fax machine for long distance faxing.

5.  Friends of the Children’s Justice Center “Care Closet”:  No further contact from them to date.
        Action:  Tabled until next meeting or until we hear from them.

6.  Credit Card payment option on the website:  Ron has not gotten details yet.  Ron should have enough information to choose company at September board meeting.

7.  VA Telehealth Station:  Kiosk is expected to be donated to OVCA in September and training last two weeks of September. We need some volunteers to be trained. VA expects to use the kiosk once or twice a month. Ron tested the station and reported it works well.  Can check various vital signs, vision, hearing, etc.

       Action:  Trainer to be here week of September 18. OVCA has 4-5 volunteers so far. Volunteers will be required to undergo background checks.

8.  Insurance:   We changed from Servco to Insurance Factors and saved over $3,800 including property theft coverage which we did not have with Servco.


NEW BUSINESS:

1.  Ocean View Deep Clean Project:  The Matson Foundation approved the OVCA grant application for $1,000 on July 24, 2017.    

Two options were available:
    Option #1 approved by BOD:  Matson will deliver a container to Ocean View and we can use it for up to three days.  Only large items such as furniture, appliances, etc. will be accepted – no household garbage bags.        
    Option #2, which BOD rejected, was to do a big cleanup without a container.

         Action: 
           1.  Prior to cleanup day, we need to provide Matson with a Certificate of Liability Insurance naming Matson Hilo as
             the certificate holder. Ron will check with our agent to find out if there is a cost to OVCA.
           2.  After cleanup day, we need to send Matson a few documents before the grant monies will be released.  Ron will
             get those documents before a date is set for the event.
           3.  Container needs to be delivered to smooth level surface area. Ron will provide Matson with photos of the two
             lots below OVCC.
           4.  Volunteers with pickups are needed to gather items roadside and transport to container.
           5.  Volunteers will be needed to follow container to Hilo Landfill for off loading and clean up of container.Lunch
             and water will be provided.
           6.  Bright colored vests to be provided for volunteers.

     Decisions yet to be made by OVCA Board:
        Project tentatively approved. Expenses to be reimbursed by Matson after project completion. Thank you T-shirts for
        volunteers and gas reimbursements for drivers.

2.  Boys & Girls Club:  Last info is that they expect to start about August 21st. 
     We need more information:
        Agreement letter between OVCA and B&G
        Volunteer to child ratio?
        Meals or Snacks?  Paulette to provide first month
        Computer access?
        No showers
        Transportation?
        Background checks?
        Is B & G paying for building use?  (Amount per month may need negotiating. Full monthly rent: 
          $10/Hr X 2.5 Hrs/Day X 5 Days/Wk = $500/Mo).

       Action: Paulette to check with Teresa at Kahuku Park re amount B & G Club pays there.

3.  OVCA Yard Sale: BOD approved October 7, 2017 - 10 a.m. to 3 p.m.
       Action:  Stage will be used for prepping sale items. Volunteers and donations needed. Ron will include info in Sept/Oct
            Newsletter.
            Paulette to contact high school for student volunteer help to prep items for yard sale.

4.  Pancake Breakfast:  Will continue on 2nd Saturday of each month, including November and December.

5.  Computer Lab:  Now that we’re down to just two computers, we have posted that users must let others use after 1 hour when others
           are waiting.

6.  Time limit for building use renters:  10 pm on Fridays and Saturdays, out by 10:15 (following clean-up).

Meeting Adjourned:   1:37 p.m.

Submitted by Barbara Lewis – Secretary


______________________________________        Date ____________________

Ronald M Gall - President



BOARD OF DIRECTORS MEETING– May 18, 2017
 
CALL TO ORDER:          12:00 noon
               
BOARD MEMBERS PRESENT:     Paulette Frerichs, Ron Gall, Barbara Lewis
 
GUESTS PRESENT:   Rachel Barker, Eric Griffith, Stacy Richards (HOVE Grown)
           
APRIL MINUTES APPROVED                  Yes                 
 
TREASURER'S REPORT:    Income:  $771.00        Expenses:  $529.25     Roof Funds: $5,000
Insurance payment is due July.  Paulette moved and Ron seconded that building coverage be canceled; motion passed unanimously. OVCA will carry General Liability insurance only.
 
OLD BUSINESS:
 
1.   Draft letter to send to potential newsletter advertisers
       Action: Barbara will recreate letter

 
2.   Inventory in the supply area behind offices.
       Action: Amy has started on the inventory.

 
3.  Status of grant applications:  To our knowledge, Grants-in-Aid not awarded yet. 


NEW BUSINESS:

1.   “Aloha Food Delivery” program:  We need qualifying guidelines and pick up/delivery schedule.   
       Action: Focus will be on homebound and disabled persons. 

          Ron will contact care givers and their agencies so they can inform their clients of the Aloha Food Delivery Program.
             Volunteers may be available to take those without caregivers for shopping at local OV markets.
          Ron will develop guidelines and pickup/delivery schedule by next meeting and will share with BOD and HOVE Grown.
         Next EFSP Program grant money expected in one to two weeks.
         HOVE Grown will participate with surplus produce from their farm suppliers.
         Need to purchase can openers to provide to those who need.

 
2.  Membership:  May-June Newsletter was sent to past members, and several have renewed.
       Action: 
         a. Banner needs to be bought for display at Swap Meet and one also placed at south end of OVCC building.
         b. Eric Griffith volunteered to man booth at 1st Swap Meet of month.
         c. Green Market – dovetail with HOVE Grown on a different day than Swap Meet. It was not successful long term when it was held on Friday afternoon.

         d. Thursday dinners – HOVE Grown will provide surplus fresh produce from farmer providers as available.
         e. OVCA Facebook page – Eric Griffith will renew and maintain.
         f. Kahuku Park – It is no longer safe for children: drug and alcohol garbage and use there.
 
3.  “Social Hour” in the Green Room on Tuesdays:
       Action:  “Adopt-A-Block roadside cleanup has about 25 people signed up to start on June 2nd.
         Ron ordered the first 100 bags today and Jim O’Hara is funding the cost of the first bag order.

 
4.  Boys & Girls Club request for donation for statewide golf tournament:
        Action:  Tabled to next BOD meeting.

 
5.  Office of Elections request for OVCC as polling place. Anyone want to serve as “Facility Official” (pay by county of $60-$140)? 
            Action: HOVE Grown will serve as “Facility Officer.”

 
 
Meeting Adjourned:   1:00 P.M.
 
Submitted by Barbara Lewis – Secretary
 
 
______________________________________        Date ____________________
Ronald M Gall - President


BOARD OF DIRECTORS MEETING– April 19, 2017

CALL TO ORDER:    12:10 PM
                      
BOARD MEMBERS PRESENT:       Dave Anderson, Paulette Frerichs, Ron Gall, Barbara Lewis

GUESTS PRESENT:    Bill & Lisa Shock, Karen Pucci and Anna Towner
           

FEBRUARY MINUTES APPROVED           Yes                  Corrections:      None

TREASURER'S REPORT:     Attached
           
OLD BUSINESS:
1.   Barbara - Draft letter to send to potential advertisers
            Action:  Barbara is working on it.

2.   Need to inventory what is in the supply area behind offices.
            Action:  Ron will get someone to do it.


3.  OVCA Costco Membership for Karen Powell still needed?  (Motion passed in March)
            Action:  Not needed.  We also need to stop by the Costco office to apply for the $25 monthly
                          donation that Costco gives to nonprofits.


4.  Status of grant applications:  Lowe’s & Home Depot both declined.  Grants-in-Aid not awarded yet. 
            We assume awards will be made before the end of legislative session.  Should we find grant
            writers to help with seeking more grants?
            Action:  Ron to ask for volunteers with grant writing experience.

5.  Cinco de Mayo ad for St Jude’s:  Ron would like to trade for chairs at St Jude’s that are not used.
            Action:  St Jude’s will pay $10 for the ad in the OVCA May-June Newsletter and donate chairs not in use at St Jude’s.


NEW BUSINESS:
1.   “Aloha Food Delivery” program:  We now have 19 households signed up.  Do we need qualifying
            information?  How often for delivery or pick up?

            Action:  Ron will get qualification form from Ronette at the Food Basket on Tuesday,
                          April 25th and ask local care givers if they have homebound clients with a need.


2.  Website created by Member Dayle Rhodes is in process of being migrated to the new format.  We needed to change domain ownership
            and transfer to new system. 
            Action:  The new website is now up and running at ovcahi.org.

3.  New rental rates for Kitchen
            Action:  Amy revised the Building Use Application and it is in the front office folder.


4.  Membership:  How can we solicit/enroll new members?
            Action:  We will ask realtors to show the Community Center to new Ocean View owners.  Ron to check on cost of an OVCA banner

                           for use at the Swap Meet and OVCC building.

5.  Cleaning checklist:  Do we need to change?
            Action:  Thom Stapleton is now cleaning on Mondays, Wednesdays and Fridays.


6.  Other:  Bill & Lisa Shock will start running a “social hour” in the Green Room on Tuesdays beginning May 2nd.


Meeting Adjourned:   1:20 PM
Submitted by Barbara Lewis – Secretary

______________________________________        Date ____________________
Ronald M Gall - President

BOARD OF DIRECTORS MEETING MINUTES - February 16, 2017
 
CALL TO ORDER:    6:04 pm
                      
BOARD MEMBERS PRESENT:     Dave Anderson, Paulette Frierichs, Ron Gall, Barbara Lewis
 
GUESTS PRESENT:             Joan and Greg Guithues
 
JANUARY MINUTES APPROVED           Yes       
 
TREASURER'S REPORT:    Attached
           
OLD BUSINESS:

1.   Direct Mailing to businesses Discussion – We now have a list of businesses (121) from The 
            Directory thanks to Joan, Amy and Glenda! We need to narrow down the list to a
            manageable number for mailing advertising information to businesses.
            Action:  Barbara and Joan will divide list in half and get mailing addresses


2.   Upper parking lot motion sensor solar light
            Action: Dave will verify days and times on the timers

 
3.   Supply ordering and list to post in kitchen and office:  Still need round paper rolls for 
            upstairs bathrooms. Still need to inventory everything.
            Action: Joan will inventory everything; Dave and Ron will show her where everything is. 

4.   Adopt-A-Block: 
            Action:  Ron will get bags from HOVE Road Maintenance

                       
5.  OVCA Costco Membership: 
            Action:  Ron got membership card on 2/14/15.  Paulette needs to get separate card with
            her picture.  Then Ron & Paulette will be able to use the card to make purchases with
            OVCA checks (for EFSP grant and/or other needs).
 
6.  Front Office door replacement:  Done.  Thank you, Dave!
           
7.  Voice mail update
            Action:  Paulette will send letter to Hawaiian TelCom to add VM and Caller ID to phone
            service.  When phone is in use, call will go to VM instead of ringing busy.
 
NEW BUSINESS:
1.   OVCA monthly accounting and tax filing:
            Action:  Ron will retrieve records that had been taken to Ka’u Business Services. OVCA
            will conduct monthly accounting and periodic tax filings in house.

 
2.   Policy is needed as a guideline for reimbursements for OVCA expenses:
            Action:  Upon motion made, seconded and passed unanimously, receipts for
            reimbursements will be presented to President for approval at monthly board meetings.   

            This procedure will be added to OVCA Bylaws when amendment can be made through  
            State of Hawaii.

3.  Front Office coverage change for Monday through Friday:
            Monday: Cori       Tuesday: Joan        Wednesday: Barbara
            Thursday: Amy       Friday: Glenda
            Action:  WHAT A FANTASTIC CREW!!!

 
4.  “Aloha Food Delivery” program:  Only two persons on list so far. There are also veterans in  
      need of this program.  Ron will revise the flyer to, hopefully, get a better response.
 
5.  Lower driveway needs repairs:  
            Action:  Paulette will contact Hawaiian Ocean View Ranchos for assistance/

 
6.  Bylaws distribution to Board Members:  Questions?
            Action:  Board members acknowledged they have read and understand. Ron will prepare a form for all to sign.


7.   Dave's new project: Update regarding upstairs flooring
        Action: Dave will apply for grants from Walmart, Home Depot and Loewes for flooring material.

            Drawers for chairs will be redone
 
8.   New blinds closed or partially open when office is closed?
            Action: Blinds will be open during business hours and closed at the end of each shift.

9.   WIFI locks:  Reconsider? (Paulette)
            Action: Tabled until next meeting

10.   Other:  Tee shirts, license plate frames, bumper stickers worth the investment? There are no  
        more license plate frames.  Paulette suggested baseball caps.  Item tabled for next meeting.

11. Group photo of Board was taken for the website after the meeting.
 
 
Meeting Adjourned:   7:20 pm           Submitted by Barbara Lewis – Secretary

__________________________________________________
Ronald M Gall - President