held @ 601 E. Main St.

MINUTES

1. CALL TO ORDER
   1. President Rodriguez called the meeting to order at 6:03pm
2. ROLL CALL – President Rodriguez
   • Board members present: President Isabel Rodriguez, Vice President Patrick Sullivan, Treasurer John Crawford, Secretary Kaitlin Hakanson; At-large members Dale Day, Terra Russo, and Minea Kiss
   • Board members absent: none
   • General members present: Efren Gutierrez, Jonah Hakanson
   • Guests: Kendra Santiago (Blue Zones), Glenn Gailis
3. AGENDA & MINUTES
   • Approval of agenda – unanimous approval
   • Approval of Nov. 19 board meeting minutes – tabled until next meeting
4. Presentation by Chad Tramp of Fire District No. 1 regarding fire and holiday safety – Mr. Tramp, who is part of the fire district’s fire prevention team, spoke about some of the most common fire hazards. Some key points were:
   • Make sure you have working smoke detectors, and test them at least once a year
     • The department will have a program that offers free smoke detectors and installation
   • Practice leaving your home so that you are prepared if there is an emergency (this includes children)
   • Space heaters shouldn’t be left on if you are not home. Older models may lack important safety features, so buy them new when possible
   • Live Christmas trees need to be watered regularly
     • Water and electricity are a dangerous combination!
   • Most extension cords are meant to be used temporarily – surge protectors with a fuse/breaker are the safest
     • If using extension cords outside, use heavy duty cords with fuses/breakers
   • In 2018, there were 66 fatal incidents involving fire in the state of Oregon
     • Smoke can fill a house in 1-2 minutes – you must act quickly
     • Once you leave the structure, don’t go back in – “Get out, stay out!”
     • 90% of pets escape fires on their own
   • Most emergency calls are medical-related. Every minute counts
     • Make sure your address is visible from the street – any fire station can provide high visibility address signs if you need one.

The department is making updates to their website, where anyone can find a wealth of information about common fire hazards and safety precautions. Mr. Tramp would like to offer a summer fire extinguisher class/demonstration for the neighborhood.

5. Presentation regarding lending library in Mills-Kiwanis Park – Secretary Hakanson shared information about a project by the Klamath County library and OregonTech to install a free lending library/book exchange in the park. It will be filled with books for children. The library is seeking input on the shape, color scheme, and placement. They have been invited to future MNA meetings with the hope that they will take input from residents of the neighborhood.
6. Formation of committees – will happen at next board meeting (Dec. 17)
7. Ideas and suggestions for upcoming projects in 2020
   • Blue Zones – Happy to Chat bench
   • At-large member Day – Hot dogs, bouncy house, etc. in the summer
   • Third Thursday, Farmers Market – set up a table to share info
   • Give Back Day (May/June) – Blue Zones
     • Dr. Gailis – many of the corner beds on E. Main need amendments. May want to do a bed prep day, then a planting day
   • Mr. Hakanson – fix curbs throughout the neighborhood
   • Treasurer Crawford – restroom in Mills-Kiwanis park
   • Logo for MNA – At-large member Kiss and Mr. Gutierrez expressed interest in brainstorming logo ideas at a later meeting
8. PUBLIC COMMENT & ANNOUNCEMENTS
   • President Rodriguez informed the group that IYS is seeking a DHS-certified daycare facility for the IYS building. May have to move meeting place in the future.
   • A 3D printing-type business is moving into the Basin Industrial Supply building.
   • Mr. Hakanson can set up a WordPress site for free for MNA, and will put the site on shared hosting that the Hakansons already pay for. The total cost for the website to get going will be $12, which is the cost to purchase a domain for 1 year.
   • Dr. Gailis remarked that he is impressed with what MNA is doing and used the phrase “do the right thing” as a core value that the organization uses to guide activities.
9. ADJOURN
   • Meeting adjourned by President Rodriguez at 7:44 p.m.

Mills Neighborhood Association

Board Meeting – held 11/19/2019 @ 601 E. Main St.

1. CALL TO ORDER
   • President Rodriguez called the meeting to order at 6:17pm
2. ROLL CALL – President Rodriguez
   • Board members present: President Isabel Rodriguez, Vice President Patrick Sullivan, Secretary Kaitlin Hakanson, Treasurer John Crawford, At-large member Minea Kiss, At-large member Terra Russo (arrived at 6:19)
   • Board members absent: At-large member Dale Day (excused)
   • General members present: Efren Gutierrez
   • Guests: none
3. CONSENT AGENDA & MINUTES
   1. Approval of agenda – unanimous approval
   2. Approval of Nov. 5 general meeting minutes – Motion: VP Sullivan; 2^nd: Efren G. – unanimous approval
4. TREASURER’S REPORT – current balance: $1,080.18, 3 sets of dues received since last meeting. Successfully closed old checking account and opened new account. One outstanding signature from the Board for account to be activated. Treasurer Crawford will be meeting with President Rodriguez to compile existing paperwork for MNA for transactions. He also discussed his plans for organizing receipts and tracking individual transactions. General discussion about keeping costs as low as possible, and always looking for opportunities to complete projects with volunteer help. When money is involved, it should be for a specific purpose. Received 2 sets of checks – President Rodriguez will check to make sure they are for the right account.
5. OLD BUSINESS
   1. MNA website – Discussion of pursuing a less expensive option for creating and maintaining a web presence. Secretary Hakanson informed the group that Jonah Hakanson would be willing to donate his time to set up hosting and purchase a domain for the website. He has been tasked with creating an invoice and proposal for the website for the other members to review. All agreed that it should be a .org domain.
   2. Formation of committees – Isabel will reach out to Linda Anderson about involvement in the grants/fundraising committee. At-large board member Terra Russo is also interested. At the next general meeting, will discuss the formation of the Membership Committee and Budget Committee.
   3. Decoration of trees along East Main Street, online sign-up for help with decorating – John Bellon informed President Rodriguez that there have been no objections from the city about hanging decorations on trees on East Main, but there are a few conditions: décor must be lightweight; non-fragile ornaments; hang on branches toward center of the tree.
      • Discussion about tree decorating style – wrapping the tree trunk with ornaments on a wire? Hanging individual ornaments and ribbons? Have 78 large red bows – use staples, nails, or wire to attach to trees? Also have wide mesh for creating large bows. All agreed to meet up on Sunday, Nov. 24 at 1pm to experiment with decorations.
      • Ideas for future holiday decorating – seeking donations or deeply discounted decorations after the 2019 holiday season. Creating a “sponsored tree” program where businesses contribute decorations and get a shout out for their contribution. Creating unique ornaments as a community art activity. Signature symbols of the neighborhood – horseshoe (Mills Mustangs), tulip. At-large member Russo discussed the importance of branding Mills so that things associated with the neighborhood, and our organization, are more recognizable.
6. NEW BUSINESS
   1. Approval of $50 renewal fee for Secretary of State filing – At-large member Russo introduced the motion, seconded by VP Sullivan – unanimous approval
      • Secretary Hakanson will prepare the filing and update the principal place of business. President Rodriguez will provide a check for the filing.
   2. Determining a principal place of business (to include a possible lease agreement for the IYS building) – Discussion about the types of things we would like to use a permanent space for. Possibility of subletting or sharing a lease agreement with other public benefit organizations such as Klamath Farmers Online Marketplace (KFOM), Blue Zones, etc. For now, IYS does not have an issue with us using the building. Isabel will touch base with other organizations to see if they are interested. For the Secretary of State filing, we will be using Isabel’s home address.
   3. Reimbursement of expenses of Annual Business Meeting – President Rodriguez and Secretary Hakanson both used personal funds to buy food and other items for the organization’s annual meeting. Since the new bank account was not available at the time, they kept their receipts to be reimbursed at a later date. VP Sullivan pointed out that having a budget for each event would help avoid having to do reimbursements. The group agreed that ideally all purchases will be made directly by the organization. VP Sullivan motioned to approve the 2 reimbursements, and it was seconded by Treasurer Crawford. Unanimous approval by the board.
7. ACTION ITEMS
   1. Create a written Proclamation for the City of Klamath Falls to recognize the official designation of the tulip as the official flower of the neighborhood. President Rodriguez spoke to Mayor Westfall and was excited to share the news. Assigned to: President Rodriguez
   2. Create a letter for Mexico Video to thank them for planting and maintaining multiple corners as part of the “Pick a Corner, Plant a Flower” project. Assigned to: Secretary Hakanson
8. PUBLIC COMMENT – none
9. ADJOURN
   • Meeting adjourned by President Rodriguez at 7:30pm

Mills Neighborhood Association

General Meeting – held 11/05/2019 @ 601 E. Main St.

1. CALL TO ORDER
   • President Rodriguez called the meeting to order at 6:01pm
2. ROLL CALL – President Rodriguez
   • Board members present: President Isabel Rodriguez, Vice President Patrick Sullivan, Secretary Kaitlin Hakanson; At-large member Dale Day
   • Board members absent: At-large members Terra Russo (excused), Minea Kiss (excused)
   • General members present: John Crawford, Jonah Hakanson, Linda Anderson, Efren Gutierrez, Tabita Rodriguez
   • Guests:John Bellon (Klamath Falls City Parks)
3. AGENDA & MINUTES
   1. Approval of agenda – unanimous approval
   2. Approval of Oct. 15 annual meeting minutes – unanimous approval
4. Ratification of appointment of Treasurer by membership – John Crawford communicated to the Board his interest in being Treasurer. He accepted the appointment, and it received unanimous approval by the membership present.
5. Open for a motion to name signers on new bank account
   1. In order to open a new bank account, Rogue Credit Union requests that the meeting minutes regarding the initiation of the new account include the names of all signatories. Two signers will be required for any financial transaction performed on behalf of the Association.
   2. Mr. Hakanson introduced a motion to nominate signatories. The general membership nominated and unanimously approved the following board officers as signatories on the Rogue CU bank account for Mills Neighborhood Association: Isabel Rodriguez, Patrick Sullivan, Kaitlin Hakanson, and John Crawford.
6. Request for volunteers for East Main Street Christmas decorations display
   1. A surplus of Christmas decorations were donated to the Association last year. Mr. Bellon, on behalf of the Association, emailed several other city officials regarding appropriate decoration placement in the trees down East Main Street. Not all officials have responded, but Mr. Bellon gave the thumbs up to place the decorations in the trees as long as they weren’t dangling over the street or sidewalk. At-large member Day pointed out that last year, volunteers had to use long pieces of wire to make sure decorations stayed in the trees. VP Sullivan suggested that we coordinate a work party to put up the decorations. It was proposed that an inventory of decorations will happen at 5pm on Nov. 19^th, as a work session before the board meeting. The consensus of the group was to put up the decorations on Saturday, Nov. 23. A volunteer sign-up sheet was passed around and retained by Secretary Hakanson. Mr. Bellon suggested contacting Klamath Works, Reach, IYS and Mentor Oregon if we need additional volunteer help.
7. OLD BUSINESS
   1. Ratification of new bylaws – Discussion centered around the boundary described in the proposed bylaws, especially concerning the inclusion of the Arthur Village townhouses. Mr. Hakanson clarified the location of the townhouses on Google Maps. President Rodriguez noted several edits to the bylaws, which were then recorded by Secretary Hakanson. There was unanimous approval by the membership and board for adopting the new bylaws as read, to include the edits.
   2. Mr. Hakanson submitted a written request to create a permanent membership committee. Discussion included the need to ensure all members of the Association are enfranchised. Ms. Anderson discussed the idea of creating block stewards to identify new residents and provide information about the Association. President Rodriguez has been reviewing county accessor maps (online) to create a list of property owners in the neighborhood. The purpose of the project is to coordinate a Welcome Wagon for new residents and to identify the owners of vacant property, among other things. Mr. Hakanson motioned to table the formation of the membership committee until the next general meeting. The motion was seconded and approved.
8. CANCELLED – Presentation by Fire District #1 on common fire dangers in wintertime; Entertainment by Mincee
9. PUBLIC COMMENT & INPUT
   1. Using the Association website to connect residents that need help with home maintenance with teenagers or other residents that can help for a small fee. Waivers were proposed as a solution to liability and privacy concerns. Bethany at IYS was identified as a contact that could possibly guide the development of such a job board.
   2. Once the bank account is resolved and we are able to pay for the website for the Association, VP Sullivan requested input on getting the website up and running.
   3. A mission statement for the organization, to be featured on the website, will be discussed at the next general meeting.
   4. Blue Zones would like to support the development of a newsletter along the lines of Chiloquin News. A link to the events page moderated by Chiloquin News will be featured on our website.
   5. President Rodriguez will be attending the upcoming Answer People luncheon. Answer People is a local information network that helps answer a variety of logistical questions related to living in Klamath County.
   6. Craig Schumann, facilities manager for IYS, was present at the annual meeting and let President Rodriguez know that MNA was taking good care of the building, and that we are welcome to continue using the facility. The owner of Yesterday’s Plaza has also extended an invitation for the Association to use their facilities.
   7. At-large member Day informed the group that during a recent visit to Mills-Kiwanis Park, he spoke with a group of Seniors from Oregon Tech that have secured a grant to improve a park in the area. He invited them to the next board meeting for the Association and provided them with President Rodriguez’s phone number. Mr. Bellon was excited to hear about the project, and VP Sullivan discussed the recent project to upgrade the playground at Moore Park. Mr. Bellon expressed the need for volunteers to help with installing the new equipment once everything is finalized, and that the Association may want to consider a fundraising opportunity attached to the project.
10. ADJOURN
    • Meeting adjourned by President Rodriguez at 7:11 p.m.