2016-21 VLRP minutes 18Aug16 - Laserfiche WebLink

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Communication No. 2016-21 Volcano Long Range Plan Committee Meeting Notes August 18, 2016 Present: Dan Taylor, Jeffrey Mermel, Nona Wilson, John August, Tim Tunison, Karen Masaki Discussion at this meeting focused on distribution of the community survey and decisions to be made to meet the October 1 roll out. Pat Halpern's Mailing List (estimated at 2,500-3,500 addresses): Given the size of Pat's mailing list and the additional 2,500 being sent through the Volcano community newsletter, the question was raised whether it's our intent to reach everyone with the survey. The following points were raised: 1) don't include the non-resident owners; 2) current non-resident owners may eventually move to Volcano and need to have "skin in the game"; 3) exclude international addresses; 4) contact only Hawaii owners and eliminate all out-of-state; 5) committee would get a lot of flack if too many are excluded; 6) reach as many people as possible. Decision: After much discussion, the group decided to send surveys to all Hawaii and mainland addresses on Pat's mailing list. International addresses will be removed from the list. Volcano post office box addresses will also be removed; surveys will go to these addresses as inserts in the Volcano community newsletter. Since the committee is asking VCA's cooperation and support in terms of materials and financial assistance, it was suggested that the VCA brochure be included in the mail out letter. This would allow VCA to tell their story and may result in new members and additional income. Volcano Communitv Newsletter Insert Linda Ugalde informed Karen via email that the insert must be one-page only. The current two-page version of the survey would incur additional mailing fees. Linda is checking on the additional charge. John volunteered to re -format the survey to reduce it to one two-sided page. He'll also add a color heading to the survey. Karen will email a PDF version of the document to John. Once the revisions are done, John will send the document to Dan. Mailing Labels: John may be able to take Pat's Excel database and print the labels. He'll first have to see if the database will translate to his program. If not, Sher may be able to do this. Next Steps: • Check with VCA about envelopes with return addresses for the mailing • Check with Linda Ugalde/Cooper Center Council about using CCC's bulk mailing permit • Check on process for getting bulk mailing stamp onto envelope • Check with Volcano stores about being distribution and drop-off points for the survey (perhaps Nona could do this since she's volunteered to pick up surveys from stores; see note below) • Write short paragraph for the October newsletter to call attention to survey inserted in issue • Develop budget for the survey printing and distribution, including costs for labels, envelopes, printing, and postage. Initial estimate is $500-$1,000. VCA will be approached for support; several community members have voiced willingness to donate funds towards this effort. Note: Nona volunteered to pick up surveys from stores several times a week in October.