Cambridge Association of Neighborhoods (CAN) Organizational Meeting Minutes January 14, 2017

Background: The purpose of the January 14 meeting was to invite open discussion about the need for a new civic organization in Cambridge to foster neighborhood cohesion and community involvement.

Specific goals of the new organization would be (a) to enhance the quality of community life for all residents of Cambridge through community events, social activities, and neighborly assistance; and (b) to protect and enhance the value of properties in Cambridge by improving building and zoning codes, supporting adherence to those codes, and engaging constructively with the Historic Preservation Commission. The January 14 meeting was conducted in follow-up of a similar open meeting held on November 2, 2016, during which a Core Group of volunteers was identified to (a) propose bylaws for such an organization, (b) identify nominees for Officers and Directors of the organization, (c) receive suggestions for an organization name, and (d) solicit volunteers to develop goals and actions related to neighborhood development, housing quality, and communications/outreach. Chuck McFadden and Judd Vickers volunteered to lead the bylaws development effort and recruit a slate of nominees for organizational leadership.

Mr. Chuck McFadden opened the January 14 meeting at 3:00 pm. He explained that the goal of the proposed organization, to be called the Cambridge Association of Neighborhoods (CAN), would be to foster the development of self-identified neighborhood “blocks” that would both (a) address their own neighborhood-specific concerns (e.g., individual neighbors needing assistance/support), and (b) leverage the combined energy and influence of CAN to advance common goals (e.g., zoning standards and enforcement). Our vision is for CAN to include as many neighborhood “blocks” within Cambridge city limits as are interested in organizing and working together.

Chuck summarized the goals of today’s meeting to be (a) adopting bylaws (as required for incorporation), (b) electing Officers and a Board of Directors, and (c) discussing activities related to housing quality and neighborhood development.

All individuals in attendance were invited to identify themselves by name and the location of their Cambridge residence.

Roman Jesien was recognized for suggesting the winning organization name, Cambridge Association of Neighborhoods (CAN), and was awarded the coveted grand prize of $6.34.

Bylaws

Discussion was invited on the draft bylaws, developed by the Core Group of volunteers headed by Chuck McFadden and Judd Vickers, that had been distributed prior to the meeting. Chuck clarified that typographical errors in the draft bylaws would be corrected in the final version. He also indicated that Articles of Incorporation consistent

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with the draft bylaws had been prepared and were ready for submission. Discussion of the proposed bylaws focused on the following issues:

1. 1)  Membership Eligibility. Any dues-paying person at least 18 years of age residing within or owning property within the city limits of Cambridge would be eligible for individual membership in CAN (thus including full time residents, part time residents, property owners, and renters). Any business or other entity located within the city limits of Cambridge would be eligible for organizational membership in CAN. There appeared to be a consensus among those present that the language of the bylaws be revised to make these requirements clear.
2. 2)  Membership Categories. The proposed bylaws describe only the two categories of membership list in #1 above: individual membership and organizational membership, each entitled to one vote on questions brought to the membership. Organizational membership was included to encourage participation by businesses and other entities that are interested in fostering CAN’s goals. Additional categories (such as family memberships, voting vs. nonvoting memberships, etc.) were considered by the Core Group, but these two categories were proposed in the interests of simplicity and ease of administration. Annual membership dues are to be set at $20.00 for both categories. There appeared to be a consensus among those present that the CAN Board should (a) review the membership categories on an annual basis;(b) review the dues amount on an annual basis, based in part on CAN’s financial needs (such as costs of incorporation, website costs, and establishing a residents’ assistance fund); and (c) consider mechanisms (e.g., volunteer work) to reduce dues for low-income individuals and non-profit organizations.
3. 3)  It was clarified that all meetings of the CAN membership and all meetings of the CAN Board of Directors shall be open to the public. It is a duty of the CAN Secretary to inform the membership in advance of all such meetings through CAN’s website, CAN’s email distribution list, and other cost-free mechanisms, as available. Where possible, the website should include a schedule of anticipated meetings for the calendar year and be updated as changes occur.
4. 4)  The financial needs of the organization and nature of the annual financial audit described in the proposed bylaws were discussed at length. There appeared to be a consensus among those present that the bylaws be revised to provide for an independent Audit Committee, to be appointed annually by majority vote of the Board of Directors, made up of individuals who are not themselves members of the Board. It would be the responsibility of CAN’s Treasurer to provide the Audit Committee with all information needed to complete a full and transparent audit, as determined by the Audit Committee. Audit results would be presented to the entire CAN membership in a timely fashion following completion.
5. 5)  There appeared to be a consensus among those present that the bylaws be revised to specify that proposed amendments to the Bylaws must be presented to the CAN Secretary in writing and that the Secretary must distribute all such proposed

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amendments to the entire CAN membership at least 7 days prior to the meeting at which they will be considered.

6) There appeared to be a consensus among those present that the bylaws be revised to specify that absentee votes on proposed issues must be presented to the CAN Secretary in writing prior to the meeting at which relevant votes are to be cast.

A motion was made and seconded to adopt the six bylaws revisions described above with the understanding that a “tracked changes” version of the revised bylaws would be distributed to all CAN members. The motion was approved unanimously by voice vote.

Election of Officers and Board of Directors

The following slate of nominees for CAN’s Board of Directors, to be made up of Officers and Directors, was proposed by the Nominating Committee. The Core Group decided to stagger terms of Board Members to ensure continuity of membership going forward. The bylaws authorize up to 11 Board Members.

1) President, Chuck McFadden, 2-year term 2) Vice President, Judd Vickers, 1-year term 3) Treasurer, Mary Ellen Jesien, 2-year term 4) Secretary, Tom Puglisi, 1-year term

5) Director, Frank Cooke, 2-year term 6) Director, Jackie Vickers, 1-year term 7) Director, Roman Jesien, 2-year term 8) Director, Sharon Smith, 1-year term 9) Director, Dave Thatcher, 2-year term

A motion was made and seconded to adopt the slate of candidates listed above. The motion was approved unanimously by voice vote.

Housing Quality

Judd Vickers explained that the goal of the Housing Quality Committee is to partner constructively with the City to improve the overall quality of housing in Cambridge. He noted that there is now a portal on the City’s website through which individuals can report and track the City’s response to problems (Go to www.choosecambridge.com. Then click on “CITIZENS, COMMENTS, FAQ & FEEDBACK” in the sidebar OR to directly to https://clients.comcate.com/faq.php?id=263). However, Judd indicated that CAN could leverage its clout as a community organization representing multiple individuals and neighborhoods to funnel information to the City, follow-up on significant issues, and generally effect positive action on the part of the City. Ongoing Housing Committee activities currently include the following:

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1. 1)  Routinely attending meetings of the City Planning and Zoning Commission and the Board of Zoning and Appeals to monitor their discussions and actions and to provide recommendations to the CAN Board of Directors, as warranted.
2. 2)  Reporting housing-related concerns to the City and following up to ensure that concerns are addressed.
3. 3)  Building lists of problematic properties to monitor for possible action.
4. 4)  Providing a safe resource through which renters can obtain assistance regarding housing-related problems.
5. 5)  Ensuring consistent code enforcement by the City. For example, Frank Cooke explained that the Cambridge zoning ordinances permit only one “group home” per city block, but the City does not maintain any listing of group homes that would facilitate enforcement. Enforcement occurs only in response to specific complaints.
6. 6)  Working constructively with the Historic Preservation Commission (HPC) to effect reasonable and consistent interpretation of the City’s historic preservation standards. Ron Berman currently serves as HPC Chair and Sharon Smith currently serves as Vice-Chair. Sharon Smith noted the recent appointment of two new HCP members, Susan Morgan and George Vojtech, and indicated that the HCP intends to undertake a series of initiatives to improve HCP policies and procedures, including a 7-page list of improvements to HCP operations and a survey to solicit feedback and concerns from residents of the Historic District.

Cambridge Police Chief Dan Dvorak emphasized the critical importance of community involvement for overall public safety and effective policing. Chief Dvorak reiterated his strong commitment to partnering with community groups like CAN to enhance the wellbeing of all residents of Cambridge. He indicated that the Police Department is anxious to work with neighborhood groups and can even assign a police officer liaison to each neighborhood as an element of the Department’s Neighborhood Watch Program. Chief Dvorak pledged to work constructively with CAN to achieve shared community goals.

Neighborhood Development

Chuck McFadden led a discussion of the concept of Neighborhood Development, elaborating on the idea that neighborhood “blocks” would be loosely defined to meet the needs and concerns of the neighborhood, which may vary widely across the city. Although each neighborhood would be encouraged to develop its own priorities, commonalities of shared concerns would be identified, and tool kits would be developed to assist neighborhoods in meeting their concerns. Neighborhood social events and other mechanisms would be undertaken through which people can get to know their neighbors and identify problems and concerns. Building neighborhood involvement across the City will be the key to CAN’s success.

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A meeting of neighborhood block “Captains” has been scheduled, but many more Captains are needed, as is an overall Coordinator for the Neighborhood Development Committee. Interested members should contact Chuck as soon as possible.

As Captain of the West End Avenue neighborhood block, Cindy Smith shared some the strategies she and her neighbors have begun to use to develop neighborhood involvement, including designing and distributing fliers and hosting neighborhood gatherings to which all residents and owners are invited.

Chuck emphasized that CAN’s vision is to extend involvement beyond the West End to the entire City of Cambridge, building a diverse membership reflecting the diversity of Cambridge residents.

Chuck indicated that he has been approached by a number of community groups interested in partnering with CAN on various activities and initiatives. Once CAN becomes officially organized, Chuck and the CAN Board will begin to pursue such partnerships.

The meeting concluded at 5:00 pm, with a reminder to all attendee to sign the attendance sheet. Refreshments were served to enhance networking of attendees.

– Tom Puglisi, Secretary