Board Meeting Agenda

September 15th, 2018
9:30 AM
OVF Meeting Area

  1. Move and second to accept unread the minutes of 07/21/2018 and 8/1/2018 Board meetings.
     
  2. President’s Report ( 5 minutes )
    1. Safety and Security
    2. Annual visit for DRP
       
  3. Officer's Reports ( 15 minutes )
    1. Treasurer’s report
    2. Garden Master’s report
    3. Vice-president's report
    4. Membership Secretary’s report
    5. Education Secretary’s report
    6. Independent Project Monitor report
    7. Phase Rep reports
       
  4. Old Business (MOTIONS with PUBLIC COMMENTS PERMITTED [Max. 2 minutes per speaker])
  5. New Business (MOTIONS with PUBLIC COMMENTS PERMITTED [Max. 2 minutes per speaker])
     
    1. Rules and Regulations: Associate converting to member - Although OVF has had a rule in place for many years requiring an assoicate to be an associate for five years or the average wait time for current applicants, before being allowed to take over a plot from a departing member, there is a current associate for one year, a regular contributor to the Tuesday morning shredding workgroup, who wishes to take over one of the plots for the member he is associated to.

      Motion - Amend the rules and regulations to allow the board to waive the waiting time for an assoicate to assume a departing members plot by a majority vote.


      Motion (if applicable) - Approve a waiver for the assoicate for Juan Arias to take over one of his plots. upon Juan and his wife leaving the garden.
          
    2. Site Improvements - Meeting Area - Over the past almost five years* (2014 - Sep. 2018) OVF has been extremely fortunate to receive numerous "donations", primarily from the entertainment industry (parking and filming use) totaling over $40,000.  OVF has used slightly over 1/2 of this amount ($25,000) during this time period.  Some of the funds have been used to perform much needed site maintenance without burden to our members (including, but not limited to, replacing the bleachers, storage area and buffet table in the meeting area and the seating area beneath the pine tree).  We have also used "donated" funds to cover unexpected repairs to our equipement (two catesptophic failures of the chipper and a new engine for the shredder), cover unexpected increases to utility bills (OVF absorbed the first year of five annual water rate increases in 2016) and other special projects, i.e. additional stoage capacity for rainwater collection, etc.

      Motion: Allocate $4,000 from donated funds to replace the existing shade cloth used over the meeting area, which must be raised and lowered for each event, with a permenant structure supported by the four existing telephone poles found in the meeting area and a retractable covering. 

       
    3. 2019 Budget - 2019 will be facing the fifth of five consecutive annual water rate hikes from the Los Angles Department of Water and Power to correct severe unbilling on behalf of DWP.

      Motion - In order to maintain a balanced budget at existing levels of service, move to accept the proposed 2019 budget, setting plot fees at $88.00 per plot a $12.00 increase from 2018. 

       
    4. Executive session 

       
  6. Public Comments (Max. 2 minutes per speaker)
  7. Future Agenda Items (2 minutes)
    1. IP tree fee
  8. Next General Meeting October 13th, 2018
  9. Next Board Meeting: November 17th, 2018
  10. Request for move and second to adjourn

 

Retractable Cloth Arbor



 

 

"So many of our dreams at first seem impossible, then they seem improbable, and then, when we summon the will, they soon become inevitable." — Christopher Reeve

OVF 2018 Budget

Category / Description 2018 YTD 2018 Budget Over (Under) FY % YTD 2017 Budget
INCOME
FEES
    MEMBERSHIP FEE
39,106.50
38,500.00
606.50
101.6%
30,000.00
    ASSOCIATE FEE
1,336.00
1,300.00
36.00
102.8%
800.00
OTHER INCOME
    RECYCLE
1,439.08
2,200.00
-760.92
65.4%
2,200.00
    DONATION RECEIVED
3,500.00
1,000.00
2,500.00
350.0%
1,000.00
    GREENHOUSE SALES
2,109.00
1,500.00
609.00
140.6%
0.00
INTEREST INCOME
    INTEREST EARNED
187.58
50.00
137.58
375.2%
50.00
TOTAL INCOME  
$ 47,678.16 44,550.00 3,128.16 107.0  
EXPENSE
SITE MANAGEMENT
    BEAUTIFICATION
124.28
200.00
-75.72
62.1%
150.00
    CARPENTRY
212.40
200.00
12.40
106.2%
200.00
    COMPOST & SHREDDING
2,642.81
1,250.00
1,392.81
211.4%
1,250.00
    INSURANCE
2,235.00
2,250.00
-15.00
99.3%
2,200.00
    MISC. GARDEN SUPPLIES
1,019.56
800.00
219.56
127.4%
800.00
    ORCHARD
557.47
400.00
157.47
139.4%
300.00
    PEST MANAGEMENT
756.13
1,050.00
-293.87
72.0%
1,000.00
    PLUMBING
783.04
575.00
208.04
136.2%
550.00
    PORTABLE
2,125.45
2,125.00
0.45
100.0%
2,100.00
    SECURITY
245.48
400.00
-154.52
61.4%
350.00
    TREE MAINTENANCE
2,680.00
3,000.00
-320.00
89.3%
2,800.00
    GREENHOUSE SUPPLIES
537.42
600.00
-62.58
89.6%
0.00
ADMINISTRATION
    CHAIR & BOARD
791.55
750.00
41.55
105.5%
450.00
    MEMBERSHIP
981.42
750.00
231.42
130.9%
500.00
    EDUCATION & NEWSLETTER
513.83
850.00
-336.17
60.5%
850.00
    POTLUCK & WORKDAY
383.49
800.00
-416.51
47.9%
750.00
    DONATED FUNDS
2,265.95
2,500.00
-234.05
90.6%
3,500.00
UTILITIES
    D W P - POWER
525.81
1,000.00
-474.19
52.6%
800.00
    D W P - WATER
14,580.68
25,500.00
-10,919.32
57.2%
20,000.00
    TELEPHONE
716.07
1,050.00
-333.93
68.2%
1,000.00
TOTAL EXPENSE  
$ 34,677.84 46,050.00 -11,372.16 75.3  
RESALE INCOME
    KEY SALES
91.00
100.00
-9.00
91.0%
150.00
    LUMBER SALES
658.15
750.00
-91.85
87.8%
300.00
    T-SHIRT SALES
340.00
750.00
-410.00
45.3%
750.00
TOTAL RESALE INCOME  
$ 1,089.15 1,600.00 -510.85 68.1  
RESALE EXPENSE
    KEYS FOR RESALE
0.00
100.00
100.00
-
150.00
    LUMBER FOR RESALE
923.29
750.00
-173.29
123.1%
300.00
    T-SHIRTS PURCHASES
0.00
750.00
750.00
-
750.00
TOTAL RESALE EXPENSE
923.29 1,600.00 -676.71 57.7%  
 
NET RESALE INCOME / (EXPENSE)
165.86 0.00 165.86    
NET OPERATING INCOME / (EXPENSE)
13,000.32 -1,500.00 11,500.32    
2018 ANNUAL SURPLUS / (DEFICIT)
13,166.18 -1,500.00 11,666.18    
 
 
B of A Checking
32,649.89  
B of A Savings
20,003.29  
First Internet Bank - CD1
10,065.54  
First Internet Bank - CD2
7,554.89  
First Internet Bank - CD3
7,557.18  
Budget as of: 2018-09-15

OVF PROPOSED 2019 Budget

Category / Description 2019 YTD 2019 Budget Over (Under) FY % YTD 2018 Budget
INCOME
FEES
    MEMBERSHIP FEE
67.50
44,900.00
-44,967.50
0.2%
38,500.00
    ASSOCIATE FEE
0.00
1,300.00
-1,300.00
-
1,300.00
OTHER INCOME
    RECYCLE
335.80
2,000.00
-1,664.20
16.8%
2,200.00
    DONATION RECEIVED
2,000.00
750.00
1,250.00
266.7%
1,000.00
    GREENHOUSE SALES
1,139.00
1,900.00
-761.00
59.9%
1,500.00
INTEREST INCOME
    INTEREST EARNED
187.58
200.00
-12.42
93.8%
50.00
TOTAL INCOME  
$ 3,594.88 51,050.00 -47,455.12 7.0  
EXPENSE
SITE MANAGEMENT
    BEAUTIFICATION
0.00
200.00
-200.00
-
200.00
    CARPENTRY
135.79
200.00
-64.21
67.9%
200.00
    COMPOST & SHREDDING
1,805.76
1,500.00
305.76
120.4%
1,250.00
    INSURANCE
2,235.00
2,250.00
-15.00
99.3%
2,250.00
    MISC. GARDEN SUPPLIES
99.46
1,100.00
-1,000.54
9.0%
800.00
    ORCHARD
142.94
400.00
-257.06
35.7%
400.00
    PEST MANAGEMENT
174.00
1,050.00
-876.00
16.6%
1,050.00
    PLUMBING
191.09
800.00
-608.91
23.9%
575.00
    PORTABLE
2,125.45
2,150.00
-24.55
98.9%
2,125.00
    SECURITY
123.58
450.00
-326.42
27.5%
400.00
    TREE MAINTENANCE
2,680.00
3,000.00
-320.00
89.3%
3,000.00
    GREENHOUSE SUPPLIES
435.62
600.00
-164.38
72.6%
600.00
ADMINISTRATION
    CHAIR & BOARD
354.21
800.00
-445.79
44.3%
750.00
    MEMBERSHIP
63.15
1,100.00
-1,036.85
5.7%
750.00
    EDUCATION & NEWSLETTER
513.83
850.00
-336.17
60.5%
850.00
    POTLUCK & WORKDAY
123.86
800.00
-676.14
15.5%
800.00
    DONATED FUNDS
760.80
0.00
760.80
-
2,500.00
UTILITIES
    D W P - POWER
525.81
1,000.00
-474.19
52.6%
1,000.00
    D W P - WATER
14,580.68
31,700.00
-17,119.32
46.0%
25,500.00
    TELEPHONE
716.07
1,100.00
-383.93
65.1%
1,050.00
TOTAL EXPENSE  
$ 27,787.10 51,050.00 -23,262.90 54.4  
RESALE INCOME
    KEY SALES
0.00
150.00
-150.00
-
100.00
    LUMBER SALES
417.00
750.00
-333.00
55.6%
750.00
    T-SHIRT SALES
0.00
750.00
-750.00
-
750.00
TOTAL RESALE INCOME  
$ 417.00 1,650.00 -1,233.00 25.3  
RESALE EXPENSE
    KEYS FOR RESALE
0.00
150.00
150.00
-
100.00
    LUMBER FOR RESALE
0.00
750.00
750.00
-
750.00
    T-SHIRTS PURCHASES
0.00
750.00
750.00
-
750.00
TOTAL RESALE EXPENSE
0.00 1,650.00 -1,650.00 0%  
 
NET RESALE INCOME / (EXPENSE)
417.00 0.00 417.00    
NET OPERATING INCOME / (EXPENSE)
-24,192.22 0.00 -24,192.22    
2019 ANNUAL SURPLUS / (DEFICIT)
-23,775.22 0.00 -23,775.22    
 
 
B of A Checking
32,649.89  
B of A Savings
20,003.29  
First Internet Bank - CD1
10,065.54  
First Internet Bank - CD2
7,554.89  
First Internet Bank - CD3
7,557.18