D-R-A-F-T
Village Improvement Association
Executive Board Meeting – Clubhouse
February 4, 2014
President Billingsley called the meeting to order at 9:30am.
Members Present: Carolyn Billingsley, Theda Blackwelder, Rose Marie Patin, Kathy Osterholm, Shirley
Fleegle, Carol Hall, Suzanne Jones, Susie Dominguez, Sue Scaglione, Sherry Hall, Eileen Polini, Pat
Madison-Gauger, Mary Jane Schanno, Fay Kempton, Nancy Barlow, Anne Jack, Marge Cintavey, and
Jeanne Fox
Guests Present: Gail Shaffer, Ann Sebastian, and Sherry Pie’
Minutes: Eileen Polini moved to approve the November minutes of the Executive Board as posted on the
website. The motion passed.
ALS Quilt: Sherry Pie’ requested permission to sell raffle tickets at a general meeting for a quilt
benefitting the ALS Association in memory of her brother-in-law, Stephen Pie’. This will be discussed
and voted on as New Business.
Treasurer’s Report:
Treasurer Suzanne Jones presented the Treasurer’s Report for January, 2014.
Balance on Hand (Jan. 1, 2014)
$19,621.15
Receipts
772.68
Disbursements
1,067.08
Usable Balance on Hand (Jan. 31, 2014)
$19,326.75
Endowment Fund
8,105.63
Maintenance Account
11,270.71
Total Balance
$38,703.09
Finance Committee Recommendations:
Treasurer Suzanne Jones then presented the recommended donations for the Finance Committee.
Suzanne Jones moved that the Recommendations of the Finance Committee be approved including a
$500 donation to the Harry K. Foundation. The motion passed.
Rehoboth Library
$2,000
YMCA
1,000
Southern DE Therapeutic Riding Assoc. 1,200
Rehoboth Beach Historical Soc.
2,000
Cape Henlopen HS Citizenship Award
2,000
Read Aloud Delaware
1,000
Habitat for Humanity
1,000
RAL – Kennith Derrickson Award
300
Harry K. Foundation
500
Lewes Senior Center
500
Food Basket
1,000
Cape Henlopen Schools Homeless Fund
500
Immanual II Shelter – Epworth Church
500
Total
$13,500
Usuable Balance on Hand
$19,226.75
Suggested Contributions
(13,500.00)
Balance
$ 5,726.75
Treasurer Jones then presented information about the Amazon Smile program. If the VIA becomes a
member of the Amazon Smile program, then Amazon gives 0.5% of purchases by registered VIA
members back to the VIA. GFWC supports this program and it is mentioned on their website.
Suzanne Jones moved that the VIA set up an Amazon Smile account and inform members on how to use
it. The motion passed.
Treasurer Jones then discussed the possibilities of using a financial program such as Quicken. Assistant
Treasurer Melynda Peet is currently using a program that is used in her husband’s office. It was decided
that no changes would be made to the current system.
Treasurer Jones reported that from January through December 2013, $36,109 was raised and operating
expenses totaled about $34,000.
Membership:
Membership Chair, Sue Scaglione presented 13 applications for membership. Apparently one
application was lost in the mail. Dolly McBride will be asked to redo her application.
New Member
Sponsors
Sandra (Sandy) Curson
Valerie Evans and Faith Duncan
Elaine Davis
Carol Popham and Betty Sutter
Julianne (Julie) Dickson
Theda Blackwelder and Kathy Nave
Alice Jones
Joanne DeFiore and Marguerite Iandola
Linda Kurpjuweit
Elayne Cannarozzi and Sandy Roberts
Julie Lewis
Carolyn Billingsley and Natalie Alexander
Susan Luthringer
Rosemarie Flanders and Nina Wilson
Carolyn McNeice
Donna Mabry and Carole Suchanek
Joanne Schuyler
Barbara Lett and Sherry Pie’
Susan Siemionko
Mary Ann Waelde and Diane Markman
Ann Ward
Marie Mollick and Lila Goodman
Mary Ann Warner
Phyllis Stone and Beth Magnus
Dolly McBride
Pat Madison-Gauger and Susan Crain
Sue Scaglione moved that all applications be approved including Dolly McBride whose application was
lost in the mail. The motion passed.
Sue then announced that all new members and their sponsors for this past membership year are invited
to the Sussex County Membership luncheon on March 26 at 11:30 at Kings Creek Country Club.
The amount of dues for newly installed members was discussed. It appears that all new members
installed beginning in January should only be paying half dues. Current applicants will be asked to
resubmit a check for the reduced amount rather than the full amount.
Theda Blackwelder moved that from January through May an applicant being inducted as a new member
will pay only half the yearly dues amount. The motion passed. A payment deadline of the day of
induction was suggested.
Capital Campaign Finance Report:
Capital Campaign Treasurer Phyllis Stone was ill. Capital Campaign Chair Theda Blackwelder presented
the report.
Balance on hand (January 1, 2014)
$25,277.27
Receipts
2,340.00
Disbursements
1,586.38
Balance on Hand (January 31, 2014)
$12,666.89
Additional receipts were presented that had not been deposited as of this report. The total Balance on
Hand will be approximately $14,000 when these amounts are deposited.
Theda Blackwelder moved to take $6,000 from the Capital Campaign account to make a mortgage
payment. Shirley Fleegle moved to amend the motion, with no objection, to raise the amount to $8,000.
The amended motion passed.
Theda explained that with a payment of $8,000, the new mortgage balance will be approximately
$13,000.
Valentine’s Dinner:
Dinner Chair Shirley Fleegle reported that 36 people had signed up for the Valentine’s Dinner to be held
at the Crystal Restaurant on Monday, February 10, 2014 at 6:00pm.
Building Committee:
Chair Eileen Polini reported that the Building Committee had recently met to discuss dispersion of the
funds received from the Longwood Foundation grant. There are three things that are top priorities:
Sound System, Security and Tinted Windows. The Property Chair Kathy Osterholm is working on
securing an upgraded sound system. After meeting with several electricians regarding security, it was
decided that timers would be put on outside lights. Eileen is working on getting updated information
regarding the tinting of our sliding doors, emergency doors, and windows above the deck. Shirley
Fleegle mentioned that purchasing silverware should be considered since there was not enough
silverware to service the St. Nicholas Tea. Also discussed were purchases previously made that were
part of the grant request. There was discussion as to whether or not we should pay back our accounts
or continue forward and replace funds used previously with the proceeds from upcoming Capital
Campaign events following the payoff of our mortgage. It was decided to move forward and pay back
our accounts which paid for previous purchases as funds become available. It was suggested that the
Hostess Chair be involved in requests made concerning kitchen needs.
Property Update:
Property Chair Kathy Osterholm explained that the recent report of an attempted break-in by the City of
Rehoboth Beach was accurate. The screen on the window by the parking lot was jimmied and the
screen was bent back on one side. The police wrote a report. The screen was pushed back in place and
relocked. Security was discussed. It was decided that a wired security system would not be sought at
this time.
New Business:
1. ALS raffle: Information had been presented at the beginning of the meeting. There were
concerns about setting a precedent and the number of organizations represented by VIA
Volunteers and the potential for many requests.
Carol Hall moved to vote against the sale of ALS raffle tickets at a VIA General Meeting. The
motion passed.
2. President Billingsley shared that the new Volunteer Hours Sheet will be much simpler. She
will discuss changes with the membership at the general meeting and information will be put on
the website. She shared a handout that can be used as a guide when reporting hours.
3. Second Vice President Rose Marie Patin reported on possible electronic updates. Use of a
credit card was the most popular form of payment at VIA fundraisers. She suggested that
several upgrades might be considered. Among those is the use of the credit card on the
website, upgrade the phone system and provide a way to use a Smart Phone to make purchases.
A clip can be added to a Smart Phone providing instant credit card usage capability. Currently a
person calling the VIA uses a simple message system. Upgrades might include a menu system
allowing much faster access to specific individuals.
Carol Hall moved that research be continued on all of Rose Marie’s suggestions. The motion
passed.
4. Treasurer Suzanne Jones reported that our solar panels are helping to greatly reduce our
electric bills. However, since the solar panels required an internet connection, the phone
company (which also provides internet service) bills have doubled. So far the VIA has been
given solar rebates totaling $218.
5. On February 20th, the DSFWC will host a leadership conference. At this time, Ann Sebastian
and Elayne Cannarozzi will attend.
6. The Executive Board will provide refreshments for the residents of Brandywine Assisted
Living on Valentine’s Day. A signup sheet was passed around. Shirley Fleegle is chairing this
event. The tea will begin at 2pm. Everyone was asked to be there at 1:15pm.
7. President Billingsley discussed hosting a tea for state presidents as well as officers of the
DSFWC. She has been invited to a number of such teas. Shirley Fleegle and Carolyn will work
together chairing this event. The tea will take place on Tuesday, April 22. The Executive Board
will help host this event.
8. President Billingsley would like to have a brunch for our April Board meeting on April 1. It will
be a pot luck event with all board members bringing items to share. There will be more
information at a later date.
9. First Vice President Theda Blackwelder shared that her presidential Community Improvement
project will be cancer support. She has already been working with the local Cancer Support
Community. Sandy Roberts, a cancer survivor herself, will chair this project.
The meeting was adjourned at 11:33am.
Submitted by:
Kathy Osterholm
Recording Secretary