Glenview Neighbors Association — Board Meeting Notes

Topic: Ice Cream Social 2026 final planning + board business
Date: Wednesday, September 9, 2026
Format: In-person + Zoom (Zoom link was not working — see Board Business)
Present: Terry, Tandra, Rajen. Ben joined briefly by phone.
Not present: Sujana (unable to attend), Lauren (has resigned from the board)

Event: Sunday, September 20, 2026, 1–4 pm, Hollywood Triangle Park.

1. Board business

Lauren has resigned from the board (new job, heavy work travel). Sujana could not attend.
The three present are effectively the active board right now. Recruiting more board members is a priority after the event. Terry noted that outreach to the wider board list gets little response.
Tandra is being added to the board email list (Glenview Board Google Group).
Ben is committed to selling tickets at the event and will be back in town Tuesday the 15th.
Eddie ran membership and t-shirts last year; Terry has asked whether he can help again or recruit someone.
Zoom link is broken. The link on the website calendar is from the old Zoom account and shows as invalid/expired; the dial-in number also no longer appears, so Ben could not call in. Rajen will update the calendar with the current link (needs access to the GNA Gmail to do so).
Board email hygiene: Rajen missed the Sept 8 flyer email because he was watching his personal inbox rather than the GlenviewNA account. Board members should use their GlenviewNA addresses for board mail.

2. Volunteers — the critical gap

Only 3 volunteers signed up so far. Terry and Rajen are covering Friday setup. Last year’s two full-time ice-cream scoopers are not available this year. The board agreed it’s crunch time and committed to a push on every channel:

GlenFriends post (short ask + link to sign-up form) — Terry — sent.
Email blast to the full GNA list — keep it simple: a couple of sentences + one big “Volunteer” button to the form — Rajen — draft to Terry & Tandra tonight; send Thursday Sept 10.
Neighborhood Watch group email — Tandra — sending tonight.
Glenview Instagram (~1,000 followers) — collaboration post — Rajen — reached out.
Edna Brewer — principal / PTA for parent volunteers — Terry — will call.
Personal neighbor asks, upcoming block party — Ben, Tandra, Rajen — each has about one so far.

Notes:

Sign-up is via the volunteer button on glenviewneighbors.org or the QR code on the flyer. The form only asks for name and email so people aren’t scared off by a detailed commitment up front.
Young kids are not wanted as volunteers. The band and face-painting are handled by school/club kids (the school band; the Sunshine Club does face painting), but they’re middle-schoolers who arrive unaccompanied, so their parents can’t be counted on as a volunteer pool.
Email deliverability is a known problem — GNA mail tends to land in spam or Gmail’s Promotions tab. Worth keeping in mind when people say they “never got” an email.
The last blast to the full list went out Sept 3 and was about this meeting, not the event; the Aug 30 ICS announcement appears to have gone only to GlenFriends.

3. Event layout & flow

Terry walked through last year’s layout, annotated for this year. More groups are attending this year, and tables/chairs/canopies are now fully committed — no additional guest groups.

“Start here” table at the bottom: every attendee gets one ice cream ticket and can buy raffle tickets.
Two ice cream stations this year; the line goes up and splits either way. Three tables, two people per station.
Raffle table, t-shirts, membership as a cluster. Raffle: ~12 donated items, each with a bag and description; people drop tickets in the bags; around 3:30 the bags go up to the band’s microphone and winners are called — this is the natural wind-down of the event.
Face painting: two tables, kids’ chairs plus 3 chairs.
Fire department usually comes and parks at the bottom.
Groups attending: Friends of Dimond Library, Oakland Animal Shelter (bunnies), face painting, the band, Feather River Camp, and new this year Friends of Dimond Park (fundraising to rebuild the picnic tables) and the Alameda County Registrar of Voters (see section 6).

Site map: Terry has a hand-drawn map and partial dimensions from her husband. Rajen will build a to-scale map from photos of Terry’s sketch plus Google satellite imagery for tree positions; Terry will send photos of the sketch now and remaining dimensions when she has them.

4. Ice cream & donations

Mr. Dewie’s (dairy-free): will donate one tub and give 10% off a purchased tub ($90 → $80). Tub size is unconfirmed — for comparison, Loard’s tubs are 3 gallons at $47. Rajen will confirm size before committing.
Mocha House (café at Fruitvale & MacArthur): Rajen asked for a donation today; awaiting response.
A flyer was pinned to a tree at the park for Ramon, the landscaper, in hopes he tidies up beforehand.

5. Supplies, t-shirts, membership & payments

T-shirts are on hand — no ordering needed. Terry also has the bowls (600), spoons, last year’s sign-up forms, and a full inventory of supplies; she’ll do a run for anything missing.
Membership sign-up at the event will work as last year: paper form captures name/contact and how they paid; the difference this year is people get their t-shirt on the spot (no color/size tracking). Forms get entered into the donor database afterward — Rajen suggested scanning them with AI rather than hand-entering.
Payments: PayPal exists; Venmo is the priority add since that’s what people expect. The Venmo account must be set up by whoever has checking-account access (Ben). Rajen will take this on — look into Venmo, credit-card acceptance, and possibly going cash-free at the table.
Membership vs. recurring donation: GNA may not be able to operate as a membership organization, so the $25/year ask should be framed as a recurring donation. The “join/membership” page is buried on the website and should be surfaced. Terry and Rajen will meet (Mocha House) to work this out.

6. Voter registration & non-partisan guests

Alameda County Registrar of Voters confirmed — Tandra’s contact said her team can attend Sept 20 to register voters and recruit poll workers. (Tandra has a family commitment that day and will work the first half of the event, dropping supplies off in the morning.)
Indivisible: Tandra spoke with two contacts; their current focus is non-partisan education on early voting. One hopes to find someone who can attend; otherwise GNA can simply amplify their voting information. Everything in this space stays strictly non-partisan.
Open question: whether to have Oakland / Alameda County / California voting guides available at the table.

7. Logistics timeline

Thu Sept 10 — Email blast to full list (Rajen); Terry organizes her notes and sends materials to Rajen.
Fri–Sat Sept 11–12 — Sandwich boards out (3 on hand; Ben has 2 more). One pair at the top of Park Blvd at the Hollywood turnaround, both sides. Paper signage for now; printed stickers arrive Friday. (Terry)
This week — Flyers up around the neighborhood: Ken (litter volunteer, Everett & Edgewood) has 22 and will cover the business district; Valerie on Wellington has ~20; Rajen took 20 for the Hollywood / Park Blvd side; Terry will post at Rocky’s and do the other side of Park Blvd.
Fri Sept 18, 10 am — Tables & chairs pickup from the Montclair parking garage (LaSalle), stored in Jeremy’s garage near the park. Terry and Rajen, both with SUVs. Tandra away.
Sun Sept 20 — Setup: tables out of the garage, banners up; canopies from Ben. (All)

8. Future ideas (post-ICS)

Neighborhood dance party — a separate event, not part of the ICS. Floated by a neighbor; Terry is enthusiastic and the board liked it. Ideas: a Valentine’s-themed “Back to the Future”-style high school dance in February, possibly in the church gym (it has a kitchen and freezer); kids’ hour first, then adults; local instructors (Marianne — folk/Greek dance; Feather River Camp’s African and Bollywood dance teachers; East Bay Dance Center). Terry will talk to Darshan about the space. Could be a way to recruit a decorating committee and new volunteers.
Direction for GNA: with no single burning issue right now, the board’s sense is to focus on joyful, community-building events that get neighbors connected, so the network exists when a need does arise.
Health-coverage information evening: Tandra (Alameda Alliance advisory board) noted major Medi-Cal and Covered California changes coming next year; GNA could sponsor an informational evening to help neighbors understand renewals and changes.

Action items

Draft volunteer email blast (short + big button to form); send to Terry & Tandra, then to full list — Rajen — Sept 10
Email Neighborhood Watch group asking for volunteers — Tandra — Sept 9
Call Edna Brewer principal / PTA re: volunteers — Terry — this week
Follow up with Glenview Instagram on a collaboration post — Rajen — this week
Fix Zoom link on website calendar (needs GNA Gmail access) — Rajen — ASAP
Add Tandra to the board email list — Terry
Send photos of the layout sketch + dimensions to Rajen — Terry — Sept 10
Build to-scale site map — Rajen — before Sept 18
Confirm Mr. Dewie’s tub size; follow up with Mocha House — Rajen — this week
Set up Venmo (needs Ben) and sort out credit card / cash-free option — Rajen (with Ben) — before Sept 20
Post flyers (Park Blvd / Hollywood side) — Rajen — this week
Flyers at Rocky’s and other side of Park Blvd; sandwich boards out — Terry — by Sept 12
Tables & chairs pickup, Montclair garage → Jeremy’s garage — Terry + Rajen — Fri Sept 18, 10 am
Meet to sort out membership → recurring donation and un-bury the join page — Terry + Rajen — after ICS
Talk to Darshan about the gym for a dance event — Terry — after ICS
Decide whether to offer voting guides at the Registrar table — Board — before Sept 20

Prepared from the meeting recording transcript.