Executive Board Meeting Clubhouse

Village Improvement Association Executive Board Meeting – Clubhouse April 1, 2014

President Carolyn Billingsley called the meeting to order at 9:03am. Present: Carolyn Billingsley, Theda Blackwelder, Kathy Osterholm, Shirley Fleegle, Carol Hall, Suzanne Jones, Melynda Peet, Patt Madison-Gauger, Nancy Barlow, Eileen Polini, Marge Cintavey, Sherry Hall, Susie Dominguez Absent: Rose Marie Patin, Sue Scaglione, Anne Jack, Fay Kempton, Jeanne Fox, Pat Campbell-White Guests: Gail Shaffer and Phyllis Stone Minutes: Patt Madison-Gauger moved to approve the minutes from the February Board Meeting as posted on the website. The motion passed. Treasurer’s Report: Treasurer Suzanne Jones presented the report for the month of March. Balance on Hand (March 1, 2014) $6,650.37 Receipts: 2,683.25 Disbursements: 1,861.14 Balance on Hand (March 31, 2014) $7,472.48 Endowment Fund 8,105.63 Maintenance Account 11,270.71 Total Balance (March 31, 2014) $26,848.82 Suzanne also reported that an appraiser had come to appraise our stained glass for insurance purposes. It was appraised at $1,320. Our stained glass was given in memory of Jean Hadley. It was suggested that a plaque be purchased to identify this gift. Melynda Peet will check on the cost of getting this made. The purpose of the Endowment Fund was questioned. Gail Shaffer began this fund during her administration as President in order to give someone an opportunity to give a lasting gift to the VIA. The intention is that only the interest made on this fund is available for expenditure. The fund has made very little money over the years. It was decided that under Theda’s administration, this fund will be managed and recommendations as to how it can perhaps earn more money will be investigated. Finance Committee Recommendation for Donations: Assistant Treasurer Melynda Peet presented the recommendations of the Finance Committee composed of: Sherry Hall, Suzanne Jones, Melynda Peet and Joan Sciorra. MERR Institute $1,000 Water Step International 250 Rehoboth Cooperative Preschool 100 Lewes Fire Department 1,000 Total $2,350

These donations will make the total for this fiscal year $30,676. Susie Dominguez moved to approve these donations. The motion passed. New Member Applications: President Bilingsley presented the new member applications in the absence of Membership Chair Sue Scagione. Jean Brolund -- her sponsors are Marie LaRocca and Kathy DeGrange Willa Jones – her sponsors are Sandy Purdy and Cindy Anderson Theda Blackwelder moved to approve these applications for membership. The motion passed. Capital Campaign: Chair Theda Blackwelder presented the Capital Campaign Report. There are three final Capital Campaign Fundraisers. The bus trip to Winterthur is sold out. The Fashion Show is sold out. The Soiree for the Designer Show House is sold out. The plans for the Designer Show House are progressing nicely. Theda reminded everyone that now we need to sell tickets. She will remind the membership at the April General Meeting. Theda reported that Barbara Dorsey wanted to suggest a date for a Wine Tasting. The funds from this event will go into the General Fund. Barbara would like to reserve November 21, 2014 for this event. Melynda Peet moved to have the Wine Tasting on November 21st. The motion passed. The Women and Wine event raised $820 from Lupo Di Mare. The restaurant would like to include us on their regular schedule. Theda thanked Sherry Hall for chairing this event. Capital Campaign Finance Report: Capital Campaign Treasurer Phyllis Stone presented the report. Balance on Hand (Feb. 28, 2014) $26,163.28 Receipts 11,335.00 Disbursements ($5,000 went to mortgage) 9,835.80 Balance(March 31, 2014) $27,662.48 Held in Escrow 12,496.55 Total Balance Available $15,165.93 The Current Mortgage Balance is $12,377.02 Melynda Peet moved to take $5,000 from the current balance to pay on the mortgage. The motion passed. After this mortage payment, the new balance will be $7,377.02. Phyllis also reported that one of our new members donated $500 toward the Capital Campaign. Theda then reported that the Gala to Burn the Mortgage is scheduled for October 10th and will be held at Rehoboth Beach Yacht and Country Club. The committee working on this event is trying to keep the cost at about $25 per person. Funds raised from the Bus Trip to Winterthur, the Fashion Show and the Designer Show House will be used to help defer costs for this event after reimbursing the General Fund $15,000. There is a potential attendance of 250. This will be a members and their spouses or partners only event. The next Executive Board meeting will be on August 5. Building Committee: Chair Eileen Polini indicated that the Building Committee will meet on Thursday of this week. Then they will discuss the possibility of a TV Monitor being installed as well as the estimated cost of restoring our paintings. Property: Chair Kathy Osterholm reported that timers have been put on the deck lights and the lights next to the parking lot. The parking lot lights are set to come on at dusk and go off at 10:00pm. It was decided not to set the lights on the deck to come on at this time. Also, there are two new circuits in the kitchen next to the metal circuit box. Hopefully these will eliminate any blown circuits when using the kitchen. Kathy also reported on copier usage. When the decision to purchase ink for our copier was made, the board recommended that the copier be used for “extra” copies only, more as a home printer, rather than a commercial copier. Several folks have made numerous copies. Everyone was reminded that the cost of copying for committees should be built into the committee’s budget. Also, if a person is making copies for a variety of committees or for the benefit of the entire club, that bill may be submitted to the Treasurer for payment. The intent is not to limit copies but rather to allow as many people as possible to make copies when needed. Everyone was thanked for signing in when making copies so that we can accurately determine how many copies we can get out of one cartridge. New Business: President Billingsley reminded everyone that we will host a Tea on April 22 for approximately 40 people. Shirley Fleegle is in charge of this event and has a signup sheet for refreshments. Various members have already signed up to bring certain things. Carolyn and Shirley will work on asking other members to serve as a setup/cleanup/serve crew so that Board Members can sit with the guests. Marge Cintavey will order round tables for this event to be delivered on April 21st. Joanne DeFiore would like to again have The Art of Accessorizing workshop and requested permission to schedule this activity for October 15. Shirley Fleegle moved to have The Art of Accessorizing on October 15. The motion passed. Carolyn reminded everyone that the Call to Convention has been sent out by email blast. Everyone is invited to the DSFWC convention to be held in Christiana Hotel in Newark, DE on May 21 through May 23. The VIA is entitled to 5 delegates. At this time Carolyn Billingsley, Theda Blackwelder and Rose Marie Patin are going. Carolyn asked if anyone in attendance would be interested in going. No one responded. Carolyn will send an email to ask the Board to vote for five delegates when she has a full slate. The VIA had also been asked to do a presentation on fundraising at the convention. Carolyn will follow up on that request with the state committee. The Z Club has invited all members of the VIA to a Reciprocity Lunch on April 15th at the Indian River Yacht Club. At this time Carolyn Billingsley, Theda Blackwelder and Gail Shaffer will go. The invitation will be extended to the VIA membership. The new date for the cancelled Sussex County Membership Luncheon will be on April 23rd. If you had reservations, or if you now would like to go, please contact Sue Scaglione to confirm a reservation. Carolyn then discussed the May Luncheon meeting agenda. There will be the installation of new officers and directors, the presentation of Citizen of the Year and Theda will present hopefully the final Capital Campaign report. Carolyn asked that if there is other business to please let her know. The meeting was adjourned at 10:04am. An Executive Board Brunch followed.

Submitted by: Kathy Osterholm Recording Secretary