Our OVCA Board of Directors

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

Board of Directors Meeting Minutes – October 17, 2018
 
Call To Order:           12:36 PM
 
Board Members Present:  Dave Anderson, Joan Guithues, Paulette Frerichs, Ron Gall
 
Guests Present:  Suzanne Reiter, Karen Powell, Hub Lucas, Gabby Lucas, Tim & Annette Chace
 
September Minutes:     Approved:   Yes         Corrections:  None
 
Treasurer’s Report:  September net loss of $4,112.64; Year-to-Date net loss of $5,112.72
 
Old Business
 
1.  Painting projects: Kid’s library mural is complete.  Mahalo to the Home School Co-op Group for their fine work!
 
2.  Termite treatment: final orange oil treatment scheduled for Oct 19.
 
3.  Membership renewal reminder for 2019:
    Action:  Tabled due to recent events which will be discussed under New Business.
 
4.  HOVE Road Maintenance has not reported back re possible delivery of cold seal.
    Action:  Pending status from HOVE Road Maintenance Corp.
 
5.  Handicapped Parking Signs (3) available and ready to be installed.
    Action:  Dave will install within the week.
 
6.  Roof grant: Tabled per Cindy Cutts due to recent events which will be discussed under New Business.
 
7.  Follow-up from Ron re proposal from Mars Cavers:
    Action:  No videos at this time.  Mars needs person(s) to video Ka’u activities or other activities of interest to Ka’u.
 
8.  OVCA shirts and caps:
    Action:Tabled due to recent events which will be discussed under New Business.
 
9.  Reader board now has semi-permanent message re OVCA need for directors and volunteers and to see website for activities calendar. Oct 16 community information mtg cancelled. October pancake breakfast also cancelled.
 
New Business
 
1.  Joan Guithues has resigned as president of OVCA.
    Action:  Paulette nominated Dave as President; Joan seconded motion; Dave elected unanimously.  Dave appointed Joan as Vice President.  Dave and Joan will both serve in these positions and Paulette will serve as Treasurer until December 31, 2018.  Ron is willing to serve his second term as President in 2019 if elected.
 
2.  Brenda Ford suggested contacting Roxcie Waltgen at Hawaii County Parks & Recreation re possible transfer management of OVCA to county. On Oct 12, Joan spoke with Park & Rec Deputy Maurice Messina who is now spearheading research into acquisition of OVCA for a “Senior Center/Community Center” with plans to continue current commitment to schools, VA Telehealth and other community services.
    Action:  Joan has received no additional information from County Parks & Recreation.  She will ask Mr. Messina if Parks & Recreation allow church services at facilities they operate.  Ron will contact Maile David regarding church services at county facilities.
 
    Annette Chase (of Lamb of God Baptist Church) advises that Hawaii County turned down her request for church services at the Pauillo Community Center.  She is not aware of another facility that their church can use other than the OVCC.
 
    Karen Powell will be attending a quarterly meeting of eight organizations tomorrow in Na’alehu and will ask if there are any county facilities that allow church services.
 
3.  Compose letter to post in Ka’u Calendar or blog and OVCA website re OVCA dissolution.
    Action: Joan to contact Ka’u Calendar and West Hawaii Today for publication of letter. Ron & Dayle Rhodes to post on the OVCA website.

Hub Lucas suggested that current board members mentor potential board members.  He also suggested that the board use a direct mailing to inform the community regarding the existence of the OVCC and the events that are occurring

 
4.  Dissolution of corporation notice letter and ballot to be mailed to current members re explanation of current unsustainable status of OVCA and possible management transfer to Hawaii County Parks & Recreation. Bylaws require 60 day notice.
    Action:  Letter has been drafted.  Will be mailed by Friday 19 October.
 
5.  Notice of dissolution of corporation to be posted on OVCA website and update new President, Dave Anderson and Vice-President, Joan Guithues on the website.
 
6.  Thanksgiving Dinner will occur one more time.  Joan has sent 30 letters requesting donations.
     Action:  Notice of the Thanksgiving Dinner will be posted in the Ka’u Calendar.  The board needs to acquire supplies to feed the expected 350 people.  Contact volunteers to man stations on Thanksgiving Day as well as preparations the week prior.
 
7.  Replace the main hall floor covering and repair damage caused by chair storage drawers and the piano.  Replace floor covering in the kitchen and the upper restrooms. Put piano on stage to prevent further damage to hall floor.
     Action:  Paulette moved that the board use the Maintenance Account to fund materials and labor for new flooring in the main hall and have the piano moved to the stage.  Additionally, board the use that account to complete the Kids’ Library (flooring, craft table, cabinets & chairs) if enough funds are available.  Ron to get cost estimates for Kids’ Library.  Motion was seconded by Dave and motion passed unanimously. 
 
    Ron made motion to complete the Kids’ Library (flooring, craft table, cabinets & chairs) if enough funds are available.  Ron to get cost estimates for Kids’ Library.  Motion was seconded by Paulette seconded and motion passed unanimously. 
 
8.  Install new floor covering on the upper lanai.  The previous indoor/outdoor carpeting was removed several years ago and the eyesore has remained.
     Action:  Motion by Joan to install new flooring on lanai.  Dave seconded; motion passed unanimously (assuming funds are available). 
 
9.  Due to the possibility of the OVCC offices closing and/or OVCA dissolving, the board decided that no new members be accepted until further decision of the board.  Additionally, dues will be accepted from unpaid members to pay to renew memberships for 2018 until further decision.
 
Adjourned:  2:32 PM
 
Submitted by Ron Gall – Secretary
______________________________    Dave Anderson - President

Past Board Meeting Minutes

Board of Directors Meeting Minutes – September 19, 2018
 
Call To Order: 12:33 PM
 
Board Members Present: Joan Guithues, Paulette Frerichs and Ron Gall
 
Guests Present: Greg Guithues and Suzanne Reiter
 
August Minutes: Approved:  Yes  Corrections:  None
 
Treasurer’s Report: August net loss of $231.07 (Not including $200 restitution received; balance $1,684)
 
OLD BUSINESS:
 
1. Painting projects: Kid’s Library mural in process, almost finished.
                                    .
2. Termite treatment this week, Sept 20 and 21.
 
3. Rummage Sale successfully emptied garage and stage to prepare for termite treatment. Thank you to all the volunteers who carried boxes, sorted items, rubbish runs and clean-up of the main hall. Total donations from event $370.
 
4. Costco membership, Paulette follow-up: OVCA can have up to three members.
 
5. Membership Renewal Reminder Options: Greg and Ron to work on options to merge into a letter for the OVCA Newsletter
Direct mailing to members. Colorful banner reminder on each page of November/December newsletter

 
    Action: A colorful banner reminder will be in the November/December newsletter. Other options (ie. direct mailing) to be decided
        at October board meeting.
 
6. HOVE Road Maintenance to report back to us regarding possible delivery of cold seal for parking lots. Laura Foster measured parking the lots Sept 17.
 
7. A disabled parking sign and post is needed in the lower parking lot. Two new disabled parking signs are needed to be attached to posts on upper parking lots.

    Action: Greg to buy three signs (two for upper parking lot and one for lower parking lot).
 
8. Roof grant:  Action: Joan to discuss with Cindy Cutts about options and timing to proceed first with pursuing County/State support
            (see #1 in New Business) or pursue grants first.
.

9. Proposal from Mars Cavers:

    Action: Ron to discuss vetting and publication options with Mars Cavers.
 
10. OVCA shirts and/or caps: Aug/Sept newsletter requested slogans and designs

    Action: We’ve received no suggestions for design or interest to date. Set over decision to October board meeting.
 
NEW BUSINESS
 
1.  Discussion of county or state government accruement of OVCA. Joan placed call to Rep. Richard Creagan to discuss how to proceed.  While OVCA is financially sound, the very small group of volunteers who staff the community center are stretched beyond reason.

    Action: Ron to draft article describing the urgent need for staffing at OVCC and the possibility that the community may need to
        close without more volunteers or staff. The article will be posted in the next OVCA newsletter and the Ka’u blog and
        maybe in the November Ka’u Calendar.

2.  Lori Jaynes will be leaving us as our wonderful OVCC cleaner. She will be training our new cleaner, Kailani Toriano, in October.
 
3.  Food Handler’s Certification Class: 32 people were certified.
 
4.  Reader Boards: Not room for all events and it’s an extra burden on volunteers.

    Action: Joan made motion to only post “See OVCA website or call 939-7033”; Ron seconded motion; passed unanimously.

        October 7th, the reader board will read: 
             “Sat Pancake Breakfast 8-11 A” and
             “Community Center May Close”
             “Come to the meeting Oct 16 @ 6 P”

 
MEETING ADJOURNED:  1:59 PM
 
__________________________________
Joan Guithues

Board of Directors Meeting Minutes – August 15, 2018
 
CALL TO ORDER: 12:35 PM 
     
BOARD MEMBERS PRESENT: Joan Guithues, Paulette Frerichs & Ron Gall
 
GUESTS PRESENT: Suzanne Reiter, Eleanor Shannon, Greg Guithues & Mars Cavers
 
JUNE MINUTES: Approved without corrections/additions

TREASURER'S REPORT: July net loss of $4,076.14 (after annual $4,899.65 insurance premium)
           
OLD BUSINESS:
 
1.  Bylaws Committee:  Joan made a motion to inactivate the bylaws committee. Paulette seconded and the motion passed
             unanimously. Eleanor Shannon expressed interest in taking on the role of civic researcher as needed.
             The board appreciated Eleanor's input.
 
2.  Aloha Food Basket Program ended July 2018.

3.  Painting projects:  Computer Lab painting has been completed.
            Kids Library walls under the murals have been painted; the mural is being completed by homeschool group
            mothers.
            The women’s bathroom upstairs has been completed.
 
4.  Pancake Breakfast: The August 18th breakfast included sugar-free syrup and decaf coffee.

5.  Termite treatment: Two estimates were obtained. The board unanimously voted to accept the lower bid from Smart Pest Control
            with a two year warranty. The cost will be $4,005 this year. After two years, it will cost $769 per year
             to maintain.

6.  Costco Membership: Costco to return call to Paulette to advise how many individuals we can have on the OVCA Membership.
 
7.  Blended Learning Update: Classes will start on August 21st on Tuesdays & Wednesdays from 8am-4pm. Seven students are
               expected at startup.
 
8.  Personal classified ads in newsletter: Ron motioned to allow personal classified ads in newsletter. Joan seconded and the motion
             passed unanimously. 
 
9.  Membership Renewal Reminder Options: 
            a.  Greg and Ron to work on options to merge into a letter for the OVCA Newsletter;
            b.  Direct mailing to members;
            c.  Colorful banner reminder included on each page of the November-December newsletter.

                     This option was approved by the board.

10.  Fire extinguishers: All OVCC fire extinguishers were inspected, serviced and/or replaced. Total cost $289.12. A “K” extinguisher will
            be needed in the kitchen beginning in 2019. 
 
11.  Parking lot repairs:  Sharon Beck, Principal of Kau High and Pahala Elementary School, is investigating a grant to pave the OVCC lower parking lot. The blended learning students could make use of the paved area during recreational break time. A recent estimate for repaving the lower lot was $45,000.
 
The upper parking lot paving estimate was $42,000. The board will consider less costly options and/or apply for grants.
 
A disabled parking sign and post is needed in the lower parking lot. 
 
12.  Roof Grant: Ron to contact Richard Creagan’s assistant (Daniel) for assistance in applying again for the State Grants-In-Aid.

13.  Proposal from Mars Cavers: Mars is working on Ka'u stories and videos to post on YouTube. She is requesting stories from OVCA members and the Ka'u community at large.
 
NEW BUSINESS
 
1. Hawaii Primary Election: Over 350 people voted at the OVCC on August 11.
 
2. OVCA shirts and/or caps: Set over to next board meeting. Upcoming Newsletter will solicit slogans and designs for shirts and/or caps.
 
Meeting Adjourned: 2:23 PM
 
Submitted by Ron Gall - Secretary
 
 
________________________________
Joan Guithues - President


Board of Directors Meeting Minutes – July 18, 2018
 
CALL TO ORDER: 12:25 PM 
     
BOARD MEMBERS PRESENT: Joan Guithues & Ron Gall
 
BOARD MEMBER ABSENT: Dave Anderson & Paulette Frerichs

GUESTS PRESENT: Suzanne Reiter, Bill Shock, Lisa Shock & Mars Cavers
 
JUNE MINUTES: Approved without corrections/additions

TREASURER'S REPORT: Net profit of $305.32 in May (not including $260 restitution received)
           
OLD BUSINESS:
 
1.  The Aloha Food basket program will discontinue the end of July 2018.

2.  Painting projects:
    Computer Lab painting will be completed on July 20th. Rather than replace the carpet, the floor will be epoxy painted (like the
    Lending Library).
    Kids Library shelf has been moved and painted. The walls under the murals will be painted next.
    The women’s bathroom downstairs has been painted.  The upstairs women’s bathroom will be completed in July.
 
3.  Pancake Breakfast: The August breakfast will be on August 18th due to the main hall being used for the Primary Election voting on August 11th. It was requested that we serve decaf coffee and sugar free syrup.

4.  Wednesday free dinners have been discontinued.  In order to resume, we will need more cooks and volunteers for serving and other kitchen help.

5.  Building rental fees:  There will be a $10 minimum fee for use by paying renters (no half hour rentals).

6.  Long Distance Phone Service:  It is not cost effective to add this service at the OVCC.
 
7.  Termite Treatment Estimates:  Paulette and Joan are trying to get estimates.
 
8.  OVCA Costco Membership:  Paulette to ascertain how many individuals we can have on our membership card.
 
9.  Blended Learning School: The new Blended Learning School for grades 7-12 will begin in August 2018 at the Ocean View Community Center. It will be produced through a partnership between Kaʻū High School and Pāhala Elementary School and hosted by the Ocean View Community Association. The State Department of Education (DOE) is providing 10 chrome books with secure storage and 12 chairs for students’ use. Staff from Ka’u High School has completed painting the OVCA computer lab including replacing the carpet with epoxy paint. 
 
Principal Sharon Beck said the program will strive to provide our youth with an array of opportunities that meet their needs and future by offering an individualized education program that includes on-line delivery of content and instruction; student control over time and place. Students of the program will meet with a teacher twice a week - Tuesdays and Wednesdays, from 7 a.m. to 3:30 p.m. at the Ocean View Community Center’s computer lab. As the program grows, the DOE plans to expand the program with the help and partnership of St. Jude’s Church and their computer lab. While enrollment size is limited, those interested can call (808) 313-4100 for more information.
 
10. Department of Health will conduct a free Food Handlers Certification class at the community center on September 4, 2018
10:30am-1pm. Enrollment is full.
 
NEW BUSINESS:
 
1.  Classified Ads in Newsletter: 
The Board will consider allowing OVCA Members to post an ad in the bi-monthly newsletter. It still needs to set a maximum of characters to allow per ad and establish an amount to charge ($5 or $10 per issue).
 
2.  Membership Renewal Reminders: Ron has a Word document that could be used to merge with the Excel membership list OR a direct mail could be done (under $300 for all PO boxes in Ocean View).

3.  Membership Fees:  Should fees be prorated during the calendar year?
            Action:  The Board consensus is to prorate fees only for new members as all renewals are due in January of

                 each year.
 
4.  Fire Extinguishers:  All will be inspected on July 24th and those that need it will be recharged. The cost is $50 plus $6-$8 each to inspect each extinguisher and $30 for each that needs to be recharged.

5.  Asphalt/Chip Seat of OVCA Parking Lots:  DOE is getting bids for the upper and lower lots (separately) from Bob Taylor. Sharon Beck will then apply for a grant to pay for one lot.
 
6.  Roof grant:  Richard Creagan suggested we contact Daniel in his office to help apply for a grant.
 
7.  Mars Cavers suggested getting someone to film a movie of the community center to post on Utube. She will report back when she finds someone to do the filming.
 
Meeting Adjourned:   2:11 PM
 
Submitted by Ron Gall - Secretary
 
________________________________
Joan Guithues - President


BOARD OF DIRECTOR MEETING MINUTES – June 20, 2018
 
CALL TO ORDER: 12:39 PM       

BOARD MEMBERS PRESENT: Barbara Lewis, Joan Guithues, Paulette Frerichs & Ron Gall
 
BOARD MEMBER ABSENT: Dave Anderson

GUESTS PRESENT: Greg Guithues, Suzanne Reiter & Tyson Bryan
 
MAY MINUTES: Approved without corrections/additions

TREASURER'S REPORT: Paulette reported a net profit of $305.32 in May
           
OLD BUSINESS:
 
1.  Roberts Rules of Order acquired.

2.  Scope of OVCA to be clarified in July/August newsletter that the association is available to all subdivisions in Ocean View (not just
   HOVE).
 
3.  Food Drive
          Action:  Paulette placed a box for “Aloha Food” donations in the main hall.  No donations received to date.


4.  Aloha Food
          Action:  OVCA will continue program through 2018 and reevaluate for 2019.  In order to reduce our costs, Joan

               will reduce the food baskets by about one third.

5.  Leaders Merchant Services cancellation charge has now been refunded.

6.  The carpet for the VA Telehealth room was installed on May 17th by volunteers from the Naalehu Jehovahs Witness Church.

 
7.  Painting projects:  Project priorities were discussed.
          Action:  The computer lab to be painted before the end of July; the kids’ library to be painted after the computer

               lab. The Department of Education (DOE) has confirmed that it will donate ten computers, twelve chairs
               and carpet for the computer lab to prepare for the Blended Learning classes beginning in August. 
               (Also see item 7 in New Business)

                Other projects include modifying & painting the book shelf divider in the kids’ library and creating an

                historical wall in the green room.
 
8.  The pancake breakfast in August will be on August 18th as the main hall will be as the voting precinct for the Primary Election.
   Karen Powell has prepared a list of tasks for volunteers for the pancake breakfasts.
 
9.  Wednesday Free Dinners:  Discussion included the need for more volunteers to cook, serve and clean up. The impact on the OVCA
   budget was also discussed with the possibility of having the dinner just once a month.
           Action:  The board to revisit this project before the July board meeting. 

 
10. Dayle Rhodes has added links on the OVCA website to access the USGS Volcano reports; Civil Defense and Ocean View weather.
 
NEW BUSINESS:

1.  Volunteer Coordinator:  Joan will coordinate until a long-term plan is decided.

2.  Paulette is working with the Department of Health to conduct a free Food Handlers class at the community center this summer.
   The date to be announced soon with a maximum of 50 attendees.
 
3.  Building Rental Fees:  It was discussed that some renters use for less than one hour.
           Action:  The board unanimously decided to charge a one hour minimum for building use effective July 1, 2018.

 
4.  Long Distance Phone Service:  It is unclear whether the extra expense is worthwhile.
           Action:  The front desk staff will keep a tally of the number of long distance calls are made. Additionally, other

                staff/directors will keep a tally of long distance calls made.

5.  Termite Extermination: Paulette is getting estimates from companies to perform one-time or periodic treatment at the community

               center.

6.  Building Security: Only the OVCA officers now have the building codes.  Security will be reviewed periodically including

            activation more video surveillance.

7.  Blended Learning Program:  The DOE is going to implement an online school program for Seventh Grade – Twelfth Grade
   beginning in August 2018. Class size is anticipated to be limited to ten students from Ocean View.
 
8.  OVCA Costco Membership:  Paulette to ascertain how many individuals we can have on our membership card.
 
Meeting Adjourned:   2:11 PM
 
Submitted by Ron Gall - Secretary
 
 
________________________________
Joan Guithues - President

Board of Directors Meeting Minutes – May 16, 2018
 
 
CALL TO ORDER: 12:15pm       

BOARD MEMBERS PRESENT: Ron Gall, Paulette Frerichs, Joan Guithues
 
BOARD MEMBER NOT PRESENT: Dave Anderson
 
COMMITTEES:  Membership -  Eleanor Shannon
         By Laws – Eleanor Shannon
                                          
GUESTS PRESENT: Greg Guithues
 
APRIL  MINUTES: Approved

TREASURER'S REPORT:  Paulette reported a net loss of $306.08 in April
           
OLD BUSINESS:
 
1.  ByLaws Committee report:  Eleanor
   Eleanor presented an organizational chart which was taken under advisement.  The board appreciates all the information Eleanor has provided and will strive to develop an organizational chart appropriate to OVCA.  Joan to purchase a copy of  Robert’s Rules of Order, 11th edition for OVCA.

2.  Membership Committee report:  Eleanor
    Eleanor to proceed with membership outreach.  Eleanor suggested that all areas of OVCA be listed in the newsletter to inform the community of the scope of OVCA’s service area. This is to clarify that OVCA is not just for HOVE.

3.  Food Drive (OVCA provides 35+ food bags per month to residents) 
          Action:  Paulette to ask for “Aloha Food” donations from the churches that rent the main hall and   green room. Paulette to provide collection boxes.

 
4.  Due to problems at the free dinner there is a sign posted in the main hall stating that OVCA reserves the right to refuse service to anyone.

8.  Leaders Merchant Services program was not compatible with our website so no charges were to be added for cancellation. Ron contacted the company May 16, 2018 regarding cancellation charge refund. Refund request is being processed and Ron will advise when Leaders makes a determination.

9.  VA Telehealth room carpet (to be installed May 17 by Jehovah Witness volunteers)
      Painting projects:  Kids Library; Ladies’ Bathrooms; and Computer Lab
      After painting projects are completed, OVCA will have an Open House.
 
 
NEW BUSINESS:

1.  May 12 pancake breakfast was cancelled due to the possibility of volcanic explosions spreading ash in Ka’u.

2.  Paulette reports that Wednesday Free dinners will resume June 6. Paulette is working with Lynn Van Leeuwen (Volunteer Coordinator) to provide the volunteers with a procedure for this event.
 
3.  Ron will include Civil Defense and USGS web links on the OVCA website to inform and educate the community.
 
4. Officer change discussion proposed by Ron. Paulette entered a motion to exchange titles between Ron and Joan. The motion was seconded by Ron and unanimously passed. Effective June 1, 2018 Joan Guithues will be the OVCA President and Ron Gall will be OVCA Secretary.
 
 
Meeting Adjourned:   2:05pm

 
Submitted by Joan Guithues
 
 
________________________________
Ronald M Gall - President


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





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