This meeting was held remotely.
There was some initial social chatter before officially starting the meeting, and Deb Sumner clarified some notes from past meetings. In particular, we discussed the parcel Monte has identified as a possible HFNA brick and mortar site. There was brief informal discussion around whom to contact at DLBA for information.
HFNA welcomed a guest liaising on behalf of DWSD, Stephanie Lopez Gilmore. One item of particular interest was the notification that the lead pipe replacement program is still available. Items which she sent after the meeting are here: hfna.info/dwsd-information
On May 6, 2024, the executive committee held a meeting for the limited purpose of discussing disposition of residual grant funds and financial controls, as HFNA transitions to managing its own funds. HFNA established financial accounts in May to that end. Details from that meeting are here: hfna.info/financial-resolution
Most meeting discussion was centered around the process for the budget and project voting. The budget had not yet been approved because this year, the HFNA board took unprecedented measures to include members in the process. One, it is the first year a budget has been created and published. Two, project proposals were solicited from members. Three, a ballot was provided for members to both vote on the budget and to prioritize which projects they would like funded. A ballot was sent to the membership electronically through the HFNA email list, Nextdoor and the HFNA Facebook group: no printed copies were distributed, which is an acknowledged deficit for inclusion, but reflects current capacity. This part of the discussion focused on line items and project scope description.
Some confusion around the budget was evident. Some misunderstood that items included in the budget represented essentially “spent” money. It was explained that the budget was a calculation of what funds were needed in order to fully fund operations, existing projects and proposed projects submitted by members. The inclusion of a project on the budget did not ensure funding, but it did provide a funding roadmap. The current assets of HFNA include the residuals from an expired grant from 2022 and donations received from 3 members.
A primary issue of controversy and dissent regarded the source of HFNA’s current cash reserves of approximately $2,700. These funds were originally part of a green space grant from 2022 earmarked for the garden. A former volunteer who no longer lives in HF applied for the grant as an HFNA committee.
It was summarized that the funds were underspent and some line items were fulfilled by a third party. The grant period expired 12/31/22. In 2023, these funds were not used at all and all indicators were that the 2023 board was unaware of them. After rediscovery in April 2024, Marlena reached out to the grantor, Bridging Communities, to ask if the funds were still available for use and if the line items could be updated for current needs in the same category (green spaces). HFNA was informed that the funds had been fully released and were available to HFNA, without restriction.
No budget has yet been approved and therefore no expenditures were a certainty beyond HFNA operational expenses and a minimum of $500 for the garden, per the May resolution. However, a separate decision had been made, unrelated to how funds would be spent, that all funds owned by HFNA would be brought under its direct management. Consequently, HFNA made a disbursement request from the prior fiduciary, Clark Park Coalition, on 4/24/24. After, HFNA was contacted by the grantor to relay communication with CPC and directing HFNA to provide a W9 and invoice for audit documentation. These documents were submitted in the beginning of May. Upon Clark Park Coalition’s request, Bridging Communities verified the release in writing. The letter can be viewed here: hfna.info/bridging-communities-release
Some participants felt that all of the funds should be directed to the garden, because they had originated from that intent. Upon discovery of past funds possibly being available, there was frustration that an allocation of the entire balance may not be made to the garden.
The board iterated that a final allocation had not been determined, and repeated ongoing requests for a needs-based budget from the garden committee. It was pointed out that some of the grant items had been provided by another party and other items were long-term expenses, such as 10 years of GRP membership, which could be fulfilled at a later time. When speaking of some of the known needs for the garden, several board members identified ways in which those needs could be filled without cash reserves and volunteered to support those activities as a way to support the garden and also potentially free up currency required elsewhere.
The board explained its position, deliberated in executive committee in May, that the funds were no longer attached to the grant and could be used for multiple organizational needs. Establishing the sustainability of the organization is the primary means by which HFNA will be able to provide more value, solicit more funding, and create an operational capacity which will enable it to engage more residents. Per the May resolution, the board had earmarked a portion of about 1/3 of available funds for the operating budget of HFNA. The principle here was that by supporting the organization, HFNA could then support all committees through greater funding opportunities. The principle was revenue sharing in support of a larger community goal.
More, the board was engaging in participatory budgeting processes in order to include more members and meet wide-ranging engagement interests, rather than focus on only one project that while active, ignored all other member preferences.
There was brief discussion that the prior fiduciary was obstructing release of funds to HFNA.
During the course of discussion, an issue of water access in the garden arose and Deb Sumner volunteered to help resolve the issue by contacting Southwest Solutions.