Takoma DC Neighborhood Association Board Meeting - November 14, 2006

Jackie Parham, Paul Schwartz, Julie Guerrero Schor, Luke Turner, Roni
Parham, Rich Holzsager, Leon Johnson, Mark Headings, Pam Ellison, Carolivia
Herron.

1. Agenda approved.

2. Minutes of October 10 Board Meeting approved as submitted by David Frye.

3. Announcements:

. Roni mentioned that there will be an upcoming kick-off meeting for Michael
Brown's campaign for the open Ward IV Councilmember seat.  The date is to be
decided. The event will take place at Takoma Station.
. Julie announced that TDCNA has been invited to contribute a poster or some
other artwork for display in the vacant storefront of Taliano's on Carroll
Avenue.  This community project is being organized by the Old Takoma
Business Association.

4. New Board Roster and Assignment of Board Terms:

. Julie opened the discussion about board terms by pointing out that the
assignment of terms from year to year has become very confused. With the
attrition of the past year, it is very difficult to know how much time
certain seats have left. The board consulted with the bylaws for guidance on
this topic during the meeting. The bylaws do not stipulate how board terms
shall be assigned. Therefore, Jackie suggested that we just make a note of
the number of board seats to be filled each year prior to the election.
There was a general sense of agreement on this and each newly elected board
member was given a 3 year term. A notation of expiration dates will be
included on the board roster.

5. Treasurer Transition:

. Jackie mentioned that we will need a copy of the 10/24 general membership
meeting minutes to serve as proper documentation when changing the signature
card for the TDCNA account at the bank (Bank of America).
. Our bank account is still under Plan Takoma.  Jackie is unsure of whether
we have changed our name with the IRS.
. Since we need to change our name with the bank, we might consider
switching to a new bank that doesn't charge monthly fees. Jackie will
research our alternatives. After a brief discussion, it was decided that all
officers will be added to the signature card.
. Jackie recommends filing for sales tax exemption in DC and MD.
. Starting in 2008 we will need to make a special filing with the IRS as a
non-profit organization even though our income is very low.  This is
required to maintain our non-profit status.
. We also need to get new names on the mailbox registration.  There is only
one key for the mailbox. We will need to work with Curtis Kelly on 5th
Street (member) to coordinate an update at the Chillum Branch USPS.
. MOTION (PASSED). After some discussion about maintenance of membership
records and collecting annual dues, Jackie moved that we establish an annual
member dues deadline of October 1 to coincide with the fiscal year.  All
members who pay annually will need to pay by this deadline. This will
eliminate the need to process monthly renewal notices throughout the year.
. Jackie asked if there is any acknowledgement sent to new members once they
submit a member form with dues. Currently we have no set process.
. All reimbursements will require original receipts to Jackie.  Jackie and
Mark briefly discussed having a reimbursement request form created for the
purpose of these transactions.
. Paul asked if we had finalized a budget process and asked that it be noted
that this topic requires follow-up. Also, budget should integrate with
events and expenses planned throughout the year.

6. TDCNA 2006-2007 Calendar:

. Each year in December, TDCNA typically holds an annual holiday potluck.
Some present board members have helped behind the scenes, but few attended
last year's event. There is typically a committee that heads up this event
that is hosted in a neighbor's home. Rich agreed to post a discussion item
to the listserve to see if there might be leadership to head up
planning this event in the coming weeks.
. Paul opened discussion regarding our standing board and general meeting
days and times.  There was general agreement that we will continue to hold
our board meetings at 8PM on the second Tuesday of the month, except July,
August, and December.  General meetings will be held on the 4th Tuesday of
the month with the same exceptions. Julie will work with Eleanor to draft a
new calendar. Both electronic and hard copies should be made available.
. The annual board retreat is tentatively scheduled for Saturday, January 6
from 1-6 PM.  This will be proceeded by a social ½ hour gathering for lunch
snacks and followed by dinner out.

7. November Membership Meeting:

. Since the School Board Presidential Candidate Forum in October, there has
been an idea of inviting Terry Goings, PTSO President for Coolidge H.S. to
speak at our November meeting.  The goal is to inform and engage neighbors
on what is going on at Coolidge and how to get involved. A wide range of
issues for consideration include:  facility improvements, operation of the
LSRT (local school restructuring committee), and the impacts of a proposal
for Whittier E.S. to convert to a K-8 school.
. After some discussion about other possible stakeholders to include in a
"school topic" type of general meeting, including reaching out to Whittier
E.S., it was
. decided that we need more time to plan this event to make it a success. 
Paul suggested that we take the time to reach out to other neighborhoods
that feed Coolidge H.S. We will aim to host this topic at our January 23
general meeting.
. The board decided that no November membership meeting would take place.
However we will mail out the postcards and advertise the January "school
meeting". Jackie and Julie will work with Eleanor to prepare this mailing. 
Paul, Luke, and Pam will work with Terry Goings to coordinate this event.

8. Letter of Support for Takoma Branch Library:

. Luke chatted with one of the librarians this week who reminded him that
the library board formally voted to approve the sign and carpet improvements
earlier this year, although nothing had been done to date.  TDCNA submitted
a letter in support of these improvements back in May 2006.  For fear that
this request has slipped through the cracks during the transition to a new
DC Library Director, Luke asked for the board's support to re-submit our
original letter with a cover that explains why it is being resent as
friendly reminder. The board agreed. Rich suggested that Faith be included
on the cc list as ANC 4B02 Commissioner.

9. Future Business:
. The following items are outstanding business to be addressed at a later
date:  descriptions and assignments of liaisons, newsletter, historic
district, website, budget, and Ward IV Councilmember Candidate Forum.
. Rich has uploaded our bylaws to the TDCNA website.
. All board members need to review the website(s) and provide feedback. One
question: should the TDCNA website be separate from the Takoma DC website?
. There was a brief discussion about whether or not to include board minutes
on the website.  Comments were made that this is only a good idea if the
minutes are set to a specific format with specific actions and results
listed.  Since Eleanor is secretary, she should be involved in creating the
format.  Only approved minutes will be posted.

10. Action  Items:
. All Board members should review the TDC and TDCNA websites.
. Luke will re-submit the library letter and cc: Faith Wheeler
. Julie, Jackie, & Eleanor to work on 11/28 postcard mailing
. Paul, Luke, & Pam to work on setting up meeting with Terry Goings RE:
Coolidge
. All Board members should save Sat. Jan 6 for board retreat
. Jackie will research other bank alternatives for TDCNA
. Jackie will get 10/24 meeting minutes from David and coordinate bank
signature cards and mailbox access
. Jackie, how to file for tax exemption in DC and MD?
. Julie to work with Eleanor on calendar