Board Meeting Agenda

March 20th, 2021
9:30
Zoom

BOARD MEETING AGENDA- 3/20/21

A: Move & second to accept unread the minutes of the January 15, 2021

B: President’s Report

-Waiver progress: as of March 16, 2021

411 members have an online waiver, 5 members have a PDF waiver. 273 members have 458 household members of which 203 have signed all household members. Associate waivers are still a work in progress.

 

-April elections

Online elections for Upper Phase Reps, Gardenmaster, Vice President, Membership Coordinator and IP Monitor to be held from April 5-10. Board members, please let Helene Tolliver, Election Coordinator, know if you are running for the position again.

The Board should set a firm date - April 1, 2021 - by which all candidates submit their notice of candidacy and statement to the Election Coordinator, Helene Tolliver, by in order to be included in Online Election form. There is a space for write-in candidates.

-New procedures for handling member & associate waivers & associate agreement forms.

C: Officers’ Reports

-Gardenmaster

-Treasurer

-Membership Secretary

-Education Secretary

-IP Monitor

-Phase Reps

 

Old Business:

Background.  Household members, associates & their households need to sign waivers by a certain date or those unsigned people will be removed from the OVF record and they will not be able to participate in OVF activities, i.e. workgroups or workdays. 

Motion: Household members, associates & their household members must sign waivers by April 15, 2021

 

New Business:

Motion: Reduce 2021 hours requirement to 9 hours per plot.

 

MOTION to clarify that OVF walls are fixtures and OVF property.

Background.  This proposed motion seeks to clarify that established plot walls are the property of the OVF, not an individual member.  A member recently destroyed an established wall in another plot and took the wall materials for herself, claiming that she owned the wall materials.  The OVF Rules need to be clarified to specifically state that once a wall is built or otherwise established in a plot, the wall becomes a fixture of the plot and the member has no ownership interest in the wall.  Similarly, the wall cannot be destroyed and removed without the prior consent of the Phase Representative.

 

Move to revise the OVF Rules to add the following provision after OVF Rule III(6): 

7.         OVF Ownership of Established Plot Walls:  Once a plot wall is constructed or otherwise established in a plot, it becomes a fixture attached to the plot and the materials of the wall become the property of the OVF.  A member cannot destroy or otherwise remove the materials that make up the wall without the prior consent of the Phase Representative.  Removal of plots walls without the prior consent of the Phase Representative will result in the issuance of a citation or termination of the member.

 

The subsequent provisions of OVF Rule III to be renumbered to account for this new section III(7).

 

 

MOTION to clarify that terminated members are disqualified to be Associates.
Background.  If a member is terminated for cause and no longer allowed in the garden, that member failed to garden their plot, failed to cure at least two citations, and failed to convince an arbitration panel that the termination was not justified.  On the Associate wait list, there are currently over a dozen people wanting to be associates.  It is thus not necessary or prudent to allow terminated members back into the garden as associates.
OVF Rule IX(3) provides “If a member is terminated, the associate is automatically terminated at the same time.”  It would be a bizarre loophole to allow a terminated member to become an un-terminated associate.  This motion simply seeks to clarify that such a loophole doesn’t exist by including a statement in the Rules that a terminated member cannot turnaround and become an associate.

 
Move to revise the OVF Rules to add the following sentence to OVF Rule IX(3):  
“A member who has had their membership terminated is disqualified from becoming an associate at OVF.”

 

 

 

 

 

Ocean View Farms 2021 Budget

Category / Description 2021 YTD 2021 Budget Over (Under) FY % YTD 2020 Budget
INCOME
FEES
    MEMBERSHIP FEE
44,792.00
44,600.00
192.00
100.4%
44,600.00
    ASSOCIATE FEE
1,360.00
1,250.00
110.00
108.8%
1,200.00
OTHER INCOME
    RECYCLE
378.80
1,000.00
-621.20
37.9%
1,600.00
    DONATION RECEIVED
239.08
750.00
-510.92
31.9%
750.00
    GREENHOUSE SALES
560.00
2,100.00
-1,540.00
26.7%
2,000.00
    CARRYOVER
0.00
3,000.00
-3,000.00
-
3,000.00
INTEREST INCOME
    INTEREST EARNED
1.49
50.00
-48.51
3.0%
50.00
TOTAL INCOME  
$ 47,331.37 52,750.00 -5,418.63 89.7  
EXPENSE
SITE MANAGEMENT
    BEAUTIFICATION
0.00
200.00
-200.00
-
200.00
    CARPENTRY
0.00
200.00
-200.00
-
200.00
    COMPOST & SHREDDING
518.72
1,600.00
-1,081.28
32.4%
1,500.00
    INSURANCE
0.00
2,300.00
-2,300.00
-
2,300.00
    MISC. GARDEN SUPPLIES
304.63
1,200.00
-895.37
25.4%
1,200.00
    ORCHARD
0.00
200.00
-200.00
-
450.00
    PEST MANAGEMENT
322.19
1,050.00
-727.81
30.7%
1,050.00
    PLUMBING
412.88
1,500.00
-1,087.12
27.5%
900.00
    PORTABLE
2,298.81
2,300.00
-1.19
99.9%
2,300.00
    SECURITY
55.86
450.00
-394.14
12.4%
450.00
    TREE MAINTENANCE
1,600.00
4,000.00
-2,400.00
40.0%
3,500.00
    GREENHOUSE SUPPLIES
339.49
700.00
-360.51
48.5%
700.00
ADMINISTRATION
    CHAIR & BOARD
160.43
800.00
-639.57
20.1%
800.00
    MEMBERSHIP
1,127.96
1,100.00
27.96
102.5%
1,100.00
    EDUCATION & NEWSLETTER
0.00
250.00
-250.00
-
850.00
    POTLUCK & WORKDAY
0.00
300.00
-300.00
-
800.00
    DONATED FUNDS
0.00
0.00
-
-
0.00
UTILITIES
    D W P - POWER
235.22
900.00
-664.78
26.1%
1,200.00
    D W P - WATER
3,519.93
32,500.00
-28,980.07
10.8%
32,500.00
    TELEPHONE
202.76
1,200.00
-997.24
16.9%
1,200.00
TOTAL EXPENSE  
$ 11,098.88 52,750.00 -41,651.12 21.0  
RESALE INCOME
    KEY SALES
82.00
150.00
-68.00
54.7%
150.00
    LUMBER SALES
628.00
750.00
-122.00
83.7%
750.00
    T-SHIRT SALES
55.00
750.00
-695.00
7.3%
750.00
TOTAL RESALE INCOME  
$ 765.00 1,650.00 -885.00 46.4  
RESALE EXPENSE
    KEYS FOR RESALE
87.37
150.00
62.63
58.2%
150.00
    LUMBER FOR RESALE
637.25
750.00
112.75
85.0%
750.00
    T-SHIRTS PURCHASES
0.00
750.00
750.00
-
750.00
TOTAL RESALE EXPENSE
724.62 1,650.00 -925.38 43.9%  
 
NET RESALE INCOME / (EXPENSE)
40.38 0.00 40.38    
NET OPERATING INCOME / (EXPENSE)
36,232.49 0.00 36,232.49    
2021 ANNUAL SURPLUS / (DEFICIT)
36,272.87 0.00 36,272.87    
 
 
B of A Checking
68,464.29  
B of A Savings
20,011.95  
First Internet Bank - CD1
10,854.45  
First Internet Bank - CD2
8,087.04  
First Internet Bank - CD3
7,998.04  
First Internet Bank - CD 4
0.00  
Budget as of: 2021-03-20