Minutes, 5/9/19

CIVIC ASSOCIATION OF WEST SPRINGFIELD VILLAGE

General Membership Meeting Minutes

May 9, 2019

 

Call to Order – 7:30 p.m. by President John Cooley in the Rolling Valley Elementary School Cafeteria.

Minutes from Last (October 2018) Meeting – Secretary Ed Wyse – minutes were approved by those attending the last meeting. Copy of the minutes can be found on our website and were handed out tonight.

Vice President Comments – VP Don Hale (absent) - none

Financial Report – Treasurer Liz Greene – see attached financial statement

Committee Reports:

Membership – Julia Hale – currently 343 members, of which 4 are new residents with dues free membership for the remainder of the membership year.

Community Directory – Kirby Myers – no report.

Village Crier – This formal newsletter has been replaced with mailed newsletter if/when warranted. Next paper newsletter is due early August to include a membership form.  An August edition may become the only paper-distributed newsletter during future year given the negligible response to previous newsletters.

Website – Bob Havey – Our website is frequently visited by realtors and potential homebuyers.

Neighborhood Watch – Jeff Carter (absent) – Our method is passive, neighbor-watching-out for neighbor.  FCPD recently conducted a robo-call for missing person; many thought it was a scam call.  The year around prescription drug take back program is in effect at West Springfield District Station. We discussed the pros and cons of Ring doorbells.

Village West Pool – message from Pool President Jen Guernsey - We and our pool management company are working to get ready for opening day in a few weeks, and looking forward to another fun season, including our joint pool party on Memorial Day weekend. We look forward to another ice cream social together with the Civic Association.

The pool's finances are okay, but not great. We operated at a loss last season; membership income was slightly under what we projected, and we did some major repairs, particularly to the electrical system. We continue to manage the routine costs, but we don't have enough left over to build up capital funds to cover the big long-term maintenance and repairs that are inevitable with any pool (and some other repair costs that come with being a half-century-old pool). We aren't alone; Commonwealth Pool almost closed last year, and Saratoga Pool is struggling as well, so finances remain problematic among non-HOA-supported pools in this area. We have some options as to how we strengthen the pool's position that we will eventually be discussing with the pool membership as well as the Civic Association and the Village. You should hear more on this as the summer progresses.

Old Business:

  1. BOD renewed contract with Image Works for mowing the Rolling Road median. No change from FY18 ($1470.00), but in addition - $315 for maintaining the area around our sign; total $1785 that is still within budget.  Formerly the Kreibel family maintained this area for free; another volunteer tried but declared it too difficult and dangerous to do so.
  2. BOD also authorized the VW Pool sign now seen below our village sign.  The VWP volunteer (Chris Pappas) who installed it also repaired the frame of our sign.

New Business:

  1. Calendar of Events:
  • Community Yard Sale and Free for All, Saturday, 11 May from 8:00 AM – 2:00 PM; rain date is 18 May.
  • Memorial Day Picnic and Pool Party, 1:00 PM – Pool Closing, 25 May in cooperation with VW Pool. Pool Open Door to all for entire weekend. We cover cost of deployed service members’ family meals.
  • Community Cleanup and Last Chance Corral – Saturday, 15 June from 8:00 AM –noon (CAWSV members only). Membership forms to be available at the cleanup, but joining at the event will cost $20.00 dues for both membership years 2019 and 2020.
  • Membership Drive – August through 1 November, PayPal payments will be accepted.  PayPal to be set up for FY20 payments by end of this weekend.
  • Fall Meeting – 10 October, 7:30 – 9:00 PM at RVES.  Business will include audit report, approval of FY20 budget, election of officers.
  1. Dues Amount for FY 2020 (1 October 2019 – 30 September 2020) – Members voted to continute membership dues for FY 2020 at $10.
  2. Status of Rolling Road Project – This information was received yesterday from VDOT:
  • Phase I – Is currently in the beginning stages of the Right of Way Phase.  The acquisition of Right of Way is currently scheduled to begin in July 2019.
  • Phase II – Design plans are being updated in preparation for the Right of Way Submission.  The acquisition of Right of Way is currently scheduled to begin in August 2019.

The survey team that was/is out are locating and identifying existing underground utilities in the area.

Adjourn –8:10 PM

Ed Wyse, Secretary

Attachment: Financial Statement

Attendees:

John Cooley

Chris Creasi

Liz Greene

Julia Hale

Bob Havey

John & Lois Hoffmann

Jim Kirkpatrick

Kirby Myers

Ed & Margaret Wyse

Patty Zevallos

 

CIVIC ASSOCIATION OF WEST SPRINGFIELD VILLAGE

Financial Statement | 5/8/2019

 

 

 

 

 

 

 

 

 

 

           

2019

2019

2018

2018

           

Budget

Actual

Budget

Actual

REVENUE

               
 

Starting FY  Balance

   

7,039.76

7,039.76

6467.52

6467.52

                   
 

Membership Revenue

   

3,350.00

3,716.78

3400.00

3290.38

                   
 

Interest Income

     

2.50

1.79

2.50

2.65

                   
 

Total Revenue

     

3,352.50

3,718.57

3,402.50

3293.03

                   

EXPENSES

               

    General Operating Expenses:

           
 

Crier

       

325.00

108.00

500.00

200.43

 

Membership

     

125.00

134.25

125.00

244.60

 

Neighborhood Watch

           
 

Meetings

       

25.00

 

25.00

8.47

 

State Corp Fees

     

25.00

 

25.00

25.00

 

Membership/Council/Federation

   

40.00

 

40.00

40.00

 

Miscellaneous/Admin

   

25.00

 

40.00

 
 

P.O. Box Rental

     

200.00

 

200.00

200.00

 

Website Maintenance

   

50.00

 

20.00

40.34

    Community Services:

             
 

RR Maintenance(Image Works)

   

1,800.00

446.00

1500.00

1469.5

 

Community Yard Sale

   

150.00

 

150.00

99.99

 

Community Clean-up—Total

   

75.00

 

75.00

38.73

   

Pohick

     

25.00

 

25.00

 
   

Village

     

50.00

 

50.00

38.73

 

Community Parties-Total

   

410.00

77.41

400.00

353.73

   

Pool Party

   

260.00

 

250.00

259.15

   

Halloween

   

100.00

52.41

100.00

65.55

   

Christmas Party

   

50.00

25.00

50.00

29.03

 

Donations

     

500.00

65.00

500.00

 
 

RR Maintenance (Sign Area)

     

 

100.00

 
 

Total Expenses

     

3750.00

830.66

3700.00

2720.79

                   
 

Net Income

     

(397.50)

2887.91

(297.50)

572.24

                 

 

Ending Balance

       

6,642.26

9927.67

6742.26

7039.76

 

Meeting Date