Pleasant View Estates

Minutes - Pleasant View Social Club (24 April 2009)

May 08, 2009

Friday, April 24, 2009

The Pleasant View Social Club (PVSC) Board of Directors (BoD) met at the home of Kurt and Rita Hufford on April 24, 2008. Michelle Waggener, President; Kurt Hufford, Vice President; Jim Weilbrenner, Secretary; Walter Reiss, Treasurer; and Sam Hartman, At-Large Director, were present. Michelle Waggener opened the meeting at 7:00 PM. The primary purpose of the meeting was to establish the 2009 budget and to plan the PVSC Picnic for 12:00 AM-3:00 PM, Sunday, May 31, 2009. The following topics were discussed:

?• Membership. Current number of paid members to date is 35 families, which is significantly less than this time last year.
?• Funds. Balance as of December 31, 2008 was $3708.05. Balance to date is $4348.00.
?• Budget. The following budget was approved by the PVSC BoD:

Newsletter Delivery Bags
- $33.00
Newsletter Delivery (3 editions)
- $180.00
Directory (50-60 copies)
- $100.00
Picnic (Facility-$100, Food and Drink-$150)
- $250.00
Town Hall
- $80.00
Ice Cream Socials (2)
- $20.00
Utensils, Plates, Bowls, Napkin, Cups
- $100.00
Miscellaneous Admin
- $50.00

Total - $813.00

?• Directory. Michelle Waggener is putting the PVSC directory together with a goal of having it ready to distribute at the PVSC picnic. The May 2009 PVSC Newsletter set a date of May 5, 2009 for membership forms to be returned in order to be included in the directory. Discussion regarding distribution of the directory and newsletter via email and web site resulted in no decisions. Concern over some members not having email or web access and security ramifications of posting personal information on the web site were expressed. Kurt Hufford will consult with the PVSC webmaster, Bob Watts, to see what security arrangements may be available for the web site.
?• Picnic Planning (Pavilion #4, Fox Run Regional Park).
?• Activities. Michelle Waggener said she would bring volleyball equipment. Kurt Hufford will bring a croquet set.
?• Food. Discussion on various food possibilities was held. A decision was made to purchase large submarine sandwiches and have picnic attendees bring a salad or dessert depending on their last name as described in the May 2009 Newsletter. Michelle will also try to obtain a volunteer to lead and organize the food.
?• Drink. The board decided to purchase water and soft drinks for the picnic and utilize remaining drinks from last year. Michelle will also try to obtain a volunteer to lead and organize the drinks to include their purchase, ice, and coolers.
?• Presentations. Michelle Waggener is arranging speakers. The Wescott Fire Department will provide an update to the local wildfire mitigation plan. She will contact the Colorado Division of Wildlife to provide a local wildlife presentation, based on their availability. The Academy Water and Sanitation District will provide an update on the district.
?• Picnic Check-In/Registration. Jim Weilbrenner will set-up a table to greet all attendees, verify their membership, distribute the PVSC directory, offer membership applications to those who are not members and wish to join, and collect fees from those who are not members and do not wish to join ($5.00 for each adult (18 years and older), $3.00 for each child over the age of 2, and nothing for children 2 years of age and younger). He will prepare appropriate signs for the above. He will also need the latest membership roster.
?• Clean-up. Sam Hartman volunteered to coordinate clean-up.
?• Signs. Michelle Waggener will put up the signs for the picnic.
?• Annual Fall Town Hall Meeting. The Fall Town Hall meeting will be held 10:00 AM-12:00 PM, Saturday, October 3, 2009 at the Sun Hill Fire Station. Sam Hartman will try to arrange presentations by the County Commissioner, Mr. Wayne Williams, the El Paso County Sheriff, the Wescott Fire Department, and the Academy Water and Sanitation District. The future of PVSC will be discussed, and the PVSC Annual Election will be held if warranted. A light lunch will follow with PVSC providing a chili main course, drinks, plates, and utensils.
?• Newsletter. Three newsletters will be prepared each year. The first was just completed and delivered this week. A second will be prepared and delivered in the August/September 2009 timeframe. The third will be prepared and delivered in the November/December 2009/January 2010 time frame.
?• Delinquent Debts. Two people who advertised in the December 2008 newsletter and who agreed to join PVSC or pay $5 for their ad have not done so to date. Michelle will be sending them an invoice for payment. Walt will advise Michelle when payment is received.
?• Future of PVSC. Some discussion was held regarding the future of PVSC with the decreasing membership interpreted as indicating a lack of interest and the difficulty in obtaining volunteers for the newsletter, events, etc. Topics included a possible reduction of PVSC services and activities to bring them more in line with incoming funds and the dissolution of the club. Future options will be finalized in time for presentation to the PVSC membership at the Annual Fall Town Hall Meeting.

The meeting was adjourned at 8:30 PM.