2002
April 6, 2002
Minutes of the Meeting of April 6th on the Palm Haven Pillar
Restoration Project
1.
Attendance
Kate & Mark Allison
Joan Bohnett
Mike Borbely
Rosemarie & Martin Delson
Chuck Frascone
Doug Gardner
Greg Gunwall
John Hops
Sandy Kasik
Cathy Marshall
Grace Willson
2. United Neighborhoods
Cathy Marshall of the Willow Glen Neighborhood Association
told us about the services that United Neighborhoods of Santa Clara County
could offer us. First of all, they are a non-profit organization, and can
establish a dedicated account for the Pillar Project so contributions can be
tax-deductible. They offer a variety of other services, including
disbursements, record keeping, reporting, etc. Checks would be
co-signed by themselves and someone from our group. Their fees are
negotiable.
We agreed that we would try to ask as little from them as we
can in order to minimize the costs of their services.
Cathy said that she would talk with them informally and let
us know what their fee structure is, what our least-cost involvement could be,
their requirements and suggestions for gathering and disbursing funds, and how
we can issue receipts.
3. Fund Raising
There was a discussion of ways to raise money in addition to
asking contributions. Some ideas were selling T-shirts, selling stationery, and
having a tour of houses in the neighborhood. No decision was made. We felt that
it was more important at this point to define the scope of the project and to
determine its costs.
4. Historical Society
We recognized the need to have the San Jose Historical
Society informed of our project in order to ensure that we do not plan anything
that would violate their guidelines or raise their objections. Furthermore,
they may have some information about the original appearance of the pillars
that would be of value to us in our planning.
Mike Borbely knows several of the members of the Historical
Society. He volunteered to speak to them informally to learn about their
guidelines for this kind of project.
5. Original Pillars
We shared our knowledge of the state of the original
pillars. We think there was some kind of lamp suspended from the beams, and
that there was a large urn or flower pot on the base that held a plant. Greg
Gunwall said he would talk with his neighbor (Mary Ellen Klein, whose family
were original residents) to see if she had any photographs of the pillars in a
photograph album.
6. Scope of the Project
We discussed three alternatives for the scope of the pillar
restoration project.
a.
Restoration of the appearance of the seven existing
pillars.
b.
Restoration of the appearance and the function of the
seven existing pillars. This will include adding some sort of lighting and an
urn or planter.
c.
The above, plus construction of four additional
pillars, two at each end of Riverside Avenue.
We agreed on alternative (b) – a restoration of the
appearance and the function of the seven existing pillars.
We discussed some of the difficulties of having a planter
with a live plant. One question is who would be responsible for their
maintenance, the City or the neighbors. Another question is whether the pots
would be automatically irrigated, and if so how. The possibility was mentioned
of having some artificial plant in the planter. No decision was made.
We discussed some of the issues involved with introducing
lighting. For electric lights, the obvious question was about the difficulty of
bringing power to the lights. The possibility was mentioned of using solar
panels to power the lights. Everyone was in full agreement that solar panels,
if used, must not be allowed to impact the appearance of the pillars. No
decision was made.
7. Organization of the Committee
Cathy Marshall emphasized the need to have a formal
agreement that everyone acknowledged about issues such as who is eligible for
membership, who would be allowed to vote, and how issues would be decided.
After a vigorous discussion, we agreed on the following
rules for the organization:
a.
The name of the committee is the Palm Haven Restoration
Committee.
b.
The Palm Haven Neighborhood is defined to include all
residences west of Bird Avenue, North of Coe Avenue, and on both sides of
Riverside Avenue between Bird and Coe.
c.
Membership in the Committee is open to all current
owners and residents of the Neighborhood plus all former owners who express an
interest in the project.
d.
All persons who attended this meeting will be included
on the Committee
e.
We will distribute an invitation to the next Committee
meeting to every residence in the Neighborhood. Everyone who wants to be a
Committee member will either have to attend the next meeting or inform
Rosemarie Delson or Chuck Frascone of their interest on serving on the
Committee. (We will emphasize that the members of the Committee will be
expected to contribute their time and efforts.) After that, the membership of
the Committee will be closed.
f.
Committee meetings will be announced in advance and an
agenda will be published. Mike Borbely has a web site on the Palm Haven
Neighborhood that may be used for this. Cathy Marshall said that the Willow
Glen Neighborhood Association might also allow postings on their web site.
(www.wgna.net).
g.
Meetings are open to all owners and residents of the
Neighborhood. Everyone will be allowed to speak and voice an opinion. However
only members of the Committee will be permitted to vote on any issue.
h.
If members of the Committee cannot participate in a
meeting, they will be permitted to transmit voting instructions by mail
or email.
i.
Decisions will be
made on the agreement of at least 2/3 of the members who vote.
8. Next Meeting
The next meeting will be held on Saturday, May 4th.
The agenda will include the following items:
a.
Report by Cathy on the services and fees of United
Neighborhoods.
b.
Report by Mike on the guidelines of the Historical
Society.
c.
Formation of the Working Committee and assignment of
responsibilities.
d.
Starting a
plan of action and setting a
time frame for the work
We will print up a flier describing the goals of the Pillar
Project and the agenda for the meeting. The flier will be mailed to all
residences in the Palm Haven Neighborhood in advance of the meeting. The flier
will not state the address of the next meeting. But anyone who is interested in
attending will be asked to contact Rosemarie Delson or Chuck Frascone for
details.
May 4, 2002
Minutes of the
Meeting of May 4th of the Palm Haven Restoration Committee
1.
Attendance
Kate & Mark Allison
Jill Arnone
Joan Bohnett
Mike Borbely
Rosemarie & Martin Delson
Kathy Fantauzzi
Greg Gunwall
John Hops
Sandy Kasik
Cathy Marshall
Jim & Iria Nishimura
Fran Smith
Rita Strena
Curt & Gracie Willson
2. Report on United Neighborhoods
Cathy Marshall and Rosemarie Delson reported on a meeting
with United Neighborhoods of Santa Clara County. Chuck Frascone also attended
that meeting.
United Neighborhoods will provide a way for donations to the
Pillar Restoration Project to be tax deductible. They will also provide other
services. Their fee structure is negotiable, but will not exceed 5% of the
available funds. The more of the work that we do ourselves, the lower their
fees will be.
We agreed unanimously that we would make use of the service
of United Neighborhoods.
We formed a Finance Committee with Cathy, Rosemarie,
and Chuck as members. We authorized the Finance Committee to negotiate the
responsibilities of both parties and the fees that we will pay for their
services.
The Finance Committee will also be responsible to submit
requests for disbursements to the PHRC. The PHRC as a whole will authorize all
payments.
The person at United Neighborhoods who will act as the
treasurer is Jacqui Carr Gouveia. (Address is United Neighborhoods / 525 W.
Alma Avenue / San Jose 95125.)
3. Mike
Borberly’s report
Mike
reported the following information after investigations with the City Planning
Commision, Historical Society, PG&E, and several contractors:
- City Planning Department / Historical Landmarks Commission guidance and early discussion
i.
Columns
are not habitable structures and so fall out of some guidelines leaving
possible flexibility on restoration
ii. However, local
historic guidelines follow Secretary of the Interior guidelines: Keep as much
original as possible.
- Potential of solar-powered installation for lighting
i.
Must
not be seen or interfere with historic restoration
ii.
Useable
solar area
iii.
Maintenance
- PG&E position on electrification of the lanterns and street lamp locations
i.
Normally
works with the city
ii.
Need
to determine what circuit to use – street lamps or other
iii.
Simple
coordination is the routine for energizing circuits
- City responsibilities for columns and street lamps
i.
Currently determining responsibility
between DOT & Public Works
ii. Committee
may set tone for city responsibility and funding
iii. DOT would
handle street lamp relocation/installation
iv. Further
discussion w/K. Yeager to determine funding availability from historic street
lamp project for restoration/relocation of Palm Haven street lamps.
- Review of original condition factors – urns/lanterns, drawings, photographs
i.
Tall
metal street lamps were added to Palm Haven years after the lighted columns
were installed. One was unfortunately stuck within a few inches of the center
column on the plaza. Correct historic restoration would call for that street
lamp to be removed or relocated. Initial comments from contractors and city is
that this is not as difficult as it may seem.
ii.
Columns
are out of plumb due in part to poorly installed resident irrigation systems.
This must be rectified. Simple to fix but committee needs to decide how to
approach problem.
iii.
Where
are urns and lanterns? Experienced contractor says look nearby.
- Initial architecture/contractor discussions
i.
Page
& Turnbull, Inc. – historic restoration architects – many credits including
Montgomery Hotel in San Jose
ii.
Tim
Lantz, General Contractor – historic restoration contractor/assessor –
currently restoring Wolfe & Wolfe Prairie style home at 595 Brooks Avenue,
his rough guess on cost was $35,000 but with the caveat that discovery may
affect this figure
iii.
Joe
Carter expressed interest in project if electrical is simple, his rough guess
on cost was $11,220 before we added electrification and determined the need to
follow historic guidelines
iv.
Other
contacts being pursued
- Irrigation discussion
i.
Can
irrigation be added to the columns without violating historic restoration
guidelines?
ii.
Can
city provide irrigation? Public irrigation systems are present on Palm Haven
Avenue but not on Coe.
iii.
Can
residents provide irrigation?
iv.
Contractor
feels that fitting for irrigation is simple
v.
Can
drought-tolerant plants be installed avoiding need for irrigation?
Mike identified this follow-on work:
- Continue to work with city departments to determine responsibilities and project contacts
- Meet with Ken Yeager to solidify city financial, operational, and restoration role
- Contact more historic contractors for comparisons
- Determine if/when contractor official estimate is required
- Resolve irrigation questions to nail down project scope/expectations
- Contact Public Works and see how far they will go in maintaining plants.
Mike pointed out that the solar solution might not be very
satisfactory. Because it was necessary to hide the solar panels, only enough
power would be generated to light 4 or 5 LEDs. This would not be a very bright
source of light. Another drawback of a solution depending on solar power is
that the City would not be likely to assume their maintenance – they are not
familiar with these systems.
Note that the $35,000 estimate from Tim Lantz excludes the
cost of lanterns and urns.
There was a discussion of the subject of irrigation that
seemed to lead to the conclusion that we should be able to count on the
neighbors to take care of the watering of the plants. Martin pointed out that
it would please the CAP Grant committee if we set up a long-term plan that
would keep the neighborhood involved after the completion of the original project.
4. Documentation
of original pillars
Mike provided a drawing, dated 1913, of the pillar from the
original advertising brochure of the Palm Haven development. He has distributed
a photograph (probably from the 1920’s) that shows one pillar and a protion of
another, and clearly shows the urn.
Mike earned a round of applause for the effort he put in and
the quality of the information he provided.
5. CAP
Grant
Martin reported on his meeting with the City of San Jose,
Department of Parks, Recreation & Neighborhood Services, regarding the
application for a CAP (Community Action & Pride) Grant. (Note, the minutes
of that meeting were distributed in an earlier e-mail.) One of the most
important points is that the CAP Grant can be used only for materials and
supplies, and cannot be used to pay for labor or to pay contractors.
The Grant application has to be turned in by Friday May 17th.
We voted to apply for the CAP Grant. A Grant Committee
was formed, consisting of Martin, Jim Nishimura, and Mark Allison. They will
meet next Saturday (May 11) to complete and submit the application.
Sandy Kasik volunteered to provide the Grant Committee with
budgetary information on the cost of urns and lamps.
We asked Mike Borberly to talk with Tim Lantz to get
approximate figures on the cost of materials that would be used in the
restoration.
Rita Strena
volunteered to take the training that the City requires for recipients of a CAP
Grant.
A Fund Raising Committee was formed. The members are
Jill Arnone, Mike Borberly, Joan Bohnett, Cathy Fantauzzi, John Hops, and Sandy
Kasik.
The first event that they will plan will be a Palm Haven
Neighborhood house tour. Mike said that he would be going to the Naglee Park
tour next week to see how they organize it.
Martin volunteered to continue to serve as secretary of the
Committee. Mike volunteered to host a web site.
8. Next Meeting
The next meeting will be held on Saturday, June 1st
at 9:00 am.
The following
documents are attached to these minutes:
1)
Word
document with the list of PHRC members and their contact information.
2) Word document with the job assignments.
June 1, 2002
Minutes of the
Meeting of June 1st of the Palm Haven Restoration Committee
1.
Attendance
Kate & Mark Allison
Joan Bohnett
Mike Borbely
Chuck Frascone
Rosemarie & Martin Delson
John Hops
Sandy Kasik
Luke Reimer
Fran Smith
Curt & Gracie Willson
2. Report of Finance Committee
Chuck Frascone and Rosemarie Delson reported on a meeting
with Jacqui Carr Gouveia, Executive Director of the United Neighborhoods of
Santa Clara County. Cathy Marshall also attended that meeting.
The Finance Committee negotiated a rate of 3% for the
services of United Neighborhoods, but Jacqui could not see if the 3% fee would
be approved. The vote will be on Tuesday, June 4.
Most of the accounting work will be done by the PHRC. We
will collect donations, issue preliminary receipts, and bring the donations and
list of donors to United Neighborhoods. United Neighborhoods will provide
official receipts (signed by Jackie) on their stationery. Checks for
disbursements would also be issued by United Neighborhoods.
Martin Delson said that one of the rules for a grant from
CAP (the City’s Community Action & Pride organization) is that none of the
funds that the grant can be subject to an administrative fee. That raises the
question about whether these funds could also be administered by United
Neighborhoods.
It will be necessary to have two accounts, since the CAP
Grant funds can only be used to purchase materials and other goods, and not for
labor.
One possibility is that we let United Neighborhoods
administer the funds provided by donations, for which they would charge a fee,
and that we independently administer any CAP Grant funds.
Others thought that we should ask United Neighborhoods to
administer both accounts. There was general agreement that United Neighborhoods
may not and should not apply the fee to the CAP Grant money. Some participants
felt that we might agree to a fee of 3½% of donations to United Neighborhoods
for administering both funds. Others felt that 3% would be sufficient, and we
should not agree to a higher fee.
We asked Chuck to speak with Jacqui on Monday, raise the
issue of the rules of the CAP Grant, and figure out the best way to handle
these two accounts. We authorized him to negotiate the best deal on our behalf.
Someone pointed out that Jacqui is also on the CAP Grant
review committee, and should be familiar with the issue.
3. CAP
Committee report
Martin and Mark Allison reported that an application for a
CAP Grant was submitted earlier in the month. (Martin drafted the first
application, all committee members worked to fine-tune it and come up with a
budget, and Jim Nishimura submitted it to CAP.)
The budget in the original application estimated $7,000 for
urns, $7,000 for the lanterns, and $500 for incidentals, for a total of
$14,500. Afterwards Jim revised the application, based on further information
from Sandy Kasik, with much higher costs for the urns (see below).
Unfortunately, when the application was submitted, although
the budget sheet showed the higher estimate, the cover sheet did not. Martin
explained the discrepancy over the phone to the CAP review staff member.
Martin and Jim will be meeting with the CAP review committee
on Wednesday, June 5. At that time, they will explain that the reason for the
revised budget is because the Neighborhood is a Historical Preservation area,
and this requires us to replicate as closely as possible the original
appearance of the pillars. Martin was concerned that if our request is too
high, the CAP committee might choose to reject it completely rather than just
grant part of our request. That will be an issue when we meet with them on June
5.
On another point, Martin said that the CAP committee states
that our participation in all committee activities can be counted as the
equivalent of a cash contribution. However, we have to keep an account of the
time we volunteer. Martin asked that we report the time we are working to Jim
Nishimura. (Time spend attending meetings counts as well.)
4. Treasurer
The CAP Grant application asked us to identify our
treasurer. At Cathy Marshall’s urging, saying that United Neighborhoods will
have to be the keeper of our accounts, we identified Jacqui Carr Gouveia as the
treasurer.
We now recognized the need for our own treasurer, to keep
our own accounts of our income and our disbursements. Mark Allison volunteered
for this task, and we unanimously agreed to award him this prestigious job.
5. Sandy
Kasik’s report
Sandy described the results of her investigations of the
costs of urns. The first estimate (used in the draft CAP Grant application) was
based on urns shown in a catalog, and those would cost between $300 and $400
per urn.
The second estimate was from a contractor who would try to
replicate the urns based on the 1913 photograph. His estimate was $980 per urn
plus $4,600 for the mold plus $2,400 for installation, for a total of $20,720.
(This was the estimate used in the submitted CAP Grant application.)
A third estimate was from another contractor who estimated
$2,000 for the mold plus $110 per urn, for a total of only $3,540, exclusive on
installation. The committee was informed that the first contractor had given a
great deal of attention to our specific requirements, and made a careful
estimate. The other contractor was a more of a seat of the pants estimate.
There probably is also a great difference in the quality of the materials.
Mike Borberly provided the following report:
The
Fundraising Committee met May 21 at the offices of Coldwell Banker, courtesy
Sandy Kasik.
All
committee members were present: Jill Arnone, Joan Bohnett, Michael Borbely,
Kathy Fantauzzi, John Hops, and Sandy Kasik.
The
committee discussed the mission of the Fundraising Committee for clarification
of its role and responsibility as part of the Palm Haven Restoration Committee:
- The Fundraising Committee will make general fund-raising recommendations to the Restoration Committee.
- Upon approval of the fund-raising recommendations, the Fundraising Committee will organize and guide fund-raising projects by assembling teams of volunteers from the whole Palm Haven Restoration Committee and friends.
With
the basic mission resolved, the committee then discussed fundraising efforts
and developed a list of recommendations that include events for the year 2002
and some on-going types of functions. Some time was spent to set a timetable so
the efforts are coordinated according to major milestones and events.
Recommendations
to the Palm Haven Restoration Committee are:
- Begin by accepting initial private donations immediately
- Move the originally schedule July PHRC meeting to June 29 to precede July 4th celebration for final review and preparation for July 4th.
- Hold the annual July 4th celebration in the park with a special focus on the restoration project.
i.
The
event will be used to educate the neighborhood on what is going on and how
neighbors can participate and contribute.
ii.
All
neighborhood residents and property owners will be invited.
iii.
An
information table/poster area will be set up to illustrate some of Palm Haven’s
history and show the current status of the fundraising. (Total all donations to
date.)
iv.
The
food aspect of the celebration will be coordinated in a way to make it easier
for neighbors to come and enjoy the celebration.
- Organize a neighborhood rummage sale for the month of August.
i.
The
sale will be organized as one big sale for advertising.
ii.
The
sale will be advertised as a fundraiser for the Palm Haven Restoration
Committee.
iii.
Items
will be sold from individual homes for the convenience of residents.
iv.
Some
discussion on how to collect funds from residents on a percentage basis or
otherwise was considered and referred to the larger group for further
discussion.
- Hold an historic homes tour in autumn.
i.
Some
discussion about linking the homes tour with the Willow Glen Founder’s Day
celebration was considered. Some questions about this are being investigated
with Founder’s Day organizers to gauge interest and level of coordination.
ii.
M.
Borbely brought in newspaper articles from his research about Palm Haven
showing how the city of San Jose waited with much anticipation and excitement
for the opening of the development. He suggested the same excitement could be
recreated for the homes tour.
iii.
Some
discussion about the nature of the homes tour was also considered which
demonstrated a variety of feelings on the topic:
i.
Some
felt it needed to include homes that have been through a comprehensive remodel
in order to draw patrons.
ii.
Some
worried about the tour becoming “competitive”.
iii.
Resolved
that these questions would be taken to the larger group to find consensus about
approach.
- Begin corporate and public fundraising solicitation.
The
committee assigned “liaisons” to each function to be the focal point of
communication and organization.
A table
summary follows:
Function Date Liaison
Private Donations Immediate
and ongoing Finance Committee via
PHRC
July 4th Celebration July 4, 2002 Rosemarie
Delson
Rummage Sale August
2002 Kathy
Fantauzzi
Historic Homes Tour Autumn,
2002 Michael
Borbely
Corporate/Public Fundraising Immediate and ongoing Jill
Arnone
Some felt we needed a mission statement, to explain to
potential contributors what we are planning to do with the money. However no
action was taken on this suggestion.
There was a lengthy discussion of organizing the picnic for
the Fourth of July. Rosemarie Delson volunteered to organize the picnic. John
Hops volunteered to speak to local merchants about donating hamburgers and hot
dogs for the picnic. Joan Bohnett and John will loan their barbeque grills. People
will be asked to bring pot-luck salads, deserts, etc. We won’t try to organize
games for the children – instead, we will simply invite people to bring
appropriate games of their choice.
.
We agreed to distribute fliers to inform the neighbors about
the picnic, but also to send mail to invite all owners who don’t live in the
neighborhood.
We agreed that the homes tour should not occur in
conjunction with Founder’s Day. We agreed it should occur on the first week-end
in October.
We will not try to focus either on historic homes only, or
on “designer” homes only, but will try to find a mix of homes that would be of
greatest interest to the widest public. We will try to have about five houses
on the tour. (If we have more volunteers, we will ask others to wait for
another year.)
We agreed, the suggested price to take the tour will be $20.
According to Mike, who spoke with the organizers of the
Naglee Park tour, it will take about 2 – 3 months to organize the tour. We will
need some volunteers to organize this fund-raiser.
We will coordinate individual yard sales, where participants
will be encouraged to donate part of the proceeds to the committee. In
addition, people can also donate goods to the committee, who will then organize
a sale in the park, all of the proceeds to go to the project. We will need some
volunteers to organize this fund raiser as well.
The issue was raised, if we are only able to raise some of
the funds initially, whether we should have the work done on just a few of the
pillars. On the one hand, it would give the community a visible sign of
progress and encourage further work. On the other hands, doing the project in
fits and starts will be more costly than if we do it all at once. The issue was
not resolved.
We considered having a poster to show how much funds we’ve
collected and how close we are getting to our goal. The suggestion was made
that the “thermometer” could be in the shape of a pillar. It was further
suggested that we might paint the pillar in the park itself to show the
progress. No decision was reached.
Martin voiced the concern that we were getting distracted by
peripheral activities: organizing a picnic, a neighborhood yard sale, a house
tour, etc., and that we were losing our main focus – restoring the pillars. He
said much work was needed to finalize the design, find contractors, a determine
the respective responsibilities of the City and the Committee.
We recognized that Mike Borberly has been doing much of this
work unaided. We decided to form a Project Management Committee. It
would be responsible for approving the pillar
restoration plans and materials, meeting with the City and determining their
role and contribution, complying with the requirements of the Historical
Society, choosing the Contractor(s), negotiating contract(s), and ensuring that
the work is done in accord with our requirements.
Mark Allison, Mike Borberly,
Martin Delson, Chuck Frascone, and Luke Reimer volunteered for this job.
The project management committee was asked to discuss with
the City the fact that the pillars are actually City property, to point out
that the current deteriorated state of the pillars is due to the City having at
some time neglected their maintenance. The City should be asked to make a
commitment for the continuing maintenance of the pillars once they are
restored.
It was also suggested that, because the pillars are City
property, no fees should be asked for construction permits.
The next meeting will be held on Saturday, June 29th
at 9:00 am.
The following
document is attached to these minutes:
1) Revised document with the job assignments.
June 29, 2002
Minutes of the Meeting of June 29th
of the Palm Haven Restoration Committee
1.
Attendance
Kate & Mark Allison
Marie Belardi
Joan Bohnett
Mike Borbely
Adrienne Clever
Rosemarie & Martin Delson
Cathy Fantauzzi
Chuck Frascone
John Hops
Sandy Kasik
Cathy Marshall
Jim Nishimura
Rita Strena
Curt & Gracie Willson
2.
Election of Officers
The following officers were nominated and elected:
Chairman, Mike Borberly
Vice-Chairman, Rosemarie Delson
Secretary, Martin Delson
Treasurer, Chuck Frascone
Chuck Frascone takes over the position of Treasurer from
Mark Allison because Mark felt he didn t have an appropriate background and
experience in business matters.
3.
Mission Statement
Mike felt that the Committee needed an official mission
statement to inform the public what our goals were when we solicit donations.
He proposed a statement which was debated, amended, and adopted as follows:
The mission of the Palm Haven Restoration Committee is to
restore and preserve the public places and installations that exist in the Palm
Haven Historic Conservation Area as defined by the City of San Jose Historic
Landmarks Commission, to build a sense of community by encouraging neighborhood
involvement in the care and preservation of its public resources, and to educate
local citizens on those resources and the importance of their relationship to
the Conservation Area.
4. Report of Finance Subcommittee
Chuck Frascone reported that the PHRC now has a contract
with United Neighborhoods of Santa Clara County, where United Neighborhoods
will charge a fee of 3% of collected funds for the administration of the
accounts and related services.
The Committee can now collect donations which will be
tax-deductible. Checks may be written to United Neighborhoods of Santa Clara
County, or UNSCC.
There was a renewed discussion of whether a separate
account should be maintained for funds received from a CAP Grant, or whether
those funds should be placed in the same account as donations (and therefore
subject to the 3% fee.) It was agreed that it was very important that the
accounting for funds received and disbursed be transparent and able to stand up
to scrutiny.
Mike directed the Finance Subcommittee to consider the
issue and to decide on the best method to collect, disburse, and account for
the funds received from the various sources. They were asked to look into
obtaining volunteered services of an auditor.
5.
CAP Subcommittee report
Martin reported that he spoke with Margaret Wagonet of the
Department of Parks, Recreation, and Neighborhood Services. Margaret said that
the PHRC has indeed been awarded a Community Action and Pride (CAP) Grant. The
award is still unofficial, but she had no doubt that it would be made official
when the paper work was completed.
The award was for the amount of $14,500 as requested in the
original application (before it was amended to account for the estimated higher
cost of the urns.) A lack of funds prevented CAP from awarding the higher
requested amount, but it is possible that the grant amount may be amended.
Martin reminded the Committee that CAP is looking for a
substantial neighborhood financial contribution. CAP s rules state that our
participation in all Committee activities can be counted as the equivalent of a
cash contribution. However, we have to keep an account of the time we
volunteer. All participants in PHRC activities, including outside contractors
and professionals, should report their volunteered time to Chuck Frascone, who
as Treasurer will account for volunteer labor.
6.
Fund Raising Subcommittee Report
A date for the garage sale needs to be set. Mike told the
Fund Raising Subcommittee to do that in private session and to report back to
the PHRC.
Fliers have been distributed to all households for the 4th
of July picnic. Several people volunteered to bring tables and garbage cans.
John Hops said he has not yet been successful in getting donations of hot dogs
and hamburgers, and would buy them himself if he didn t hear from the store
manager.
Mike instructed the Finance Subcommittee to look into how
we can treat this expense (as well as other similar petty cash expenses) to
allow the person spending their own money to get a tax deduction.
Martin asked for John, and anyone else who spends money on
out-of-the-pocket expenses for the PHRC to let Chuck know, so Chuck can keep an
account for the CAP Committee.
7.
Project Management Subcommittee Report
John said that he and Joan went to the Bancrofft collection
at UC to view the materials donated by the Bohnett family. They found further
pictures of the pillars in their original state, including very clear pictures
of the original urns.
Chuck says that an architect friend has donated the time to
take exact measurements of the pillars and to draw a scale drawing that can serve
as the basis for getting bids for the work.
Mike said that a contractor he has been working with was
asking for $1,000 to develop an estimate to do the restoration work. This
apparently is standard practice when it comes to historical restorations. It was
agreed that it was necessary to obtain a minimum of two bids to complete the
work. The PHRC voted to approve a disbursement of approximately $1,000 per bid
estimate to obtain a minimum of two and a maximum of three estimates for the
pillar restoration work in accord with historical guidelines.
8.Homes Tour
Mike made the following report:
X Documented mission statement:
The Historic Palm Haven Neighborhood and Homes Tour is being held
to raise funds for the restoration of the area s historic entrance columns,
and to expand the awareness of Palm Haven's historical significance to the
residents and citizens of the greater San Jose area.
X
Considered the offer by Founder s Day to hold
Palm Haven tour in conjunction. We tested the question against our mission
statement and came to a much clearer conclusion that the tour should be held in
conjunction with Founder s Day. Resolved, unless there is any major
reconsideration by the June 29 meeting, the tour will be planned for September
8, 2002.
X
Identified key functional areas. (i.e. sales &
marketing, logistics, homeowner liaisons, park activity, historic
research/presentation)
X
Assigned team leaders to functional areas.
X
Next meeting on July 6, 9AM.
X
Team leads will start organizing and seeking
participation from everyone to flesh out the event plans.
X
6 homes have been lined up for the 2002 tour!
9. Next Meeting
The next meeting will be held on Saturday, August 3rd,
at 9:00 am.
10.
Attachments
The following document is
attached to these minutes:
1)
Revised document
with the PHRC positions and committee assignments.
August 3, 2002
Minutes of the Meeting of August 3rd of the Palm Haven
Restoration Committee
1. Attendance
Kate
& Mark Allison
Marie
Belardi
Joan
Bohnett
Mike
Borbely
Martin
Delson
Kathy
Fantauzzi
Chuck
Frascone
John
Hops
Jim
Nishimura
Curt
& Gracie Willson
2. Report of the Project Management
Subcommittee
Chuck and Mike met with an
architect who is drawing up the plans of the existing pillars. They will be
completed this weekend.
Mark met with Tim Lantz, a
contractor experienced in historical restoration. He was authorized to perform
an “assessment” of the condition of the pillars and the work needed to restore
them. The assessment will probably cost $1,000, but authorization was given to
spend as much as $1,500 if necessary.
Mark said, has the names of four
other contractors with whom he made preliminary contact, which he will be
following up.
3. Report of the CAP Subcommitte
Martin said that he got voice
mail from Margaret Wagonet of CAP who informed him that the PHRC’s application
for a grant was approved for the full amount of $25,820. We still do not have
any official notification however. Martin will call CAP this following week to
follow up.
4. Report of Finance Subcommittee
Chuck
reported that we have collected a total of $4,500: $1,700 in advertisements for
the Home Tour brochure, and $2,800 in straight donations. We have had out of
pocket expenses for porta-potties for the Home Tour, the podium for the
presentation ceremony, advertising for
the yard sale, etc. Cash on hand is now $2,300.
5.
Report of the Fundraising Subcommittee on the yard sale
The combined rummage sale in the
park and people’s driveways is scheduled for next Saturday, August 10th,
from 8 AM until 4 PM. Kathy said that volunteers are still needed to move goods
to the park, to staff the tables in the park, and other chores. Volunteers
should get in touch with Kathy (278-1992) or Joan (295-3340).
6. Report of the Fundraising Subcommittee on the Home Tour
The Palm Haven Neighborhood and
Home Tour is scheduled for Sunday September 8th. See www.palmhaven.info
Mike
reported that 5,000 fliers were printed. Committee members were urged to take
some and distribute them to friends, businesses, etc. A flier team is needed to
put fliers in local businesses.
We
need volunteers to make door-to-door visits to inform neighbors of the event
and ask them for their cooperation in placing all vehicles in driveways that
way and not placing trimmings on the street until that evening.
Mike
outlined the ways in which we will inform the community of the event: ads,
articles, door-to-door, e-mail, word of mouth, bulletin boards, community
calendars, etc.
Many
volunteers are needed to support this major fund raising event. Please
see the web site www.palmhaven.info and sign up
there. Or call Mike Borberly (640-8100) directly.
7. Next Meeting
The
next meeting will be held on Saturday, ???????
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