2011-12-14 Minutes

Post date: Dec 28, 2011 2:28:31 AM

Regular Meeting of the Pleasant Valley Recreation Association

12/14/2011 7:30PM

Chantilly Bible Church

In attendance: Tom Dill, Scott Miller, Mary Ann Frye, Angela Merino

Absent: Mike Graham, Niki Pierson, Jacqueline Staggs

The final Clear Blue bill of the season has been received and there are a number of items the Board has questions on. Angela will pay the undisputed sum and Tom will notify Clear Blue of our questions.

Tom will notify Clear Blue that we have received other pool management bids that are more competitive than Clear Blue. PVRA would still like to exercise a renewal with Clear Blue for the 2012 season but at 2011 rates.

Angela presented the Treasurer's report. An insurance rebate as well as lower than expected expenses in a few areas have slightly bettered our bottom line. The report is available in the Treasurer's Report section of the Board Google site.

Tom is investigating moving the website to Google at a reduced cost.

Tom reminded the Board of upcoming activities over the next two months: At the January 11 Board meeting, we should be finalizing a budget and begin the planning of the 2012 season. At the February 8 Board meeting, we must set dues and mail invoices.

Tom will contact Ron Smith regarding the VA Corporate Commision renewal documents as well as arrange the bank signature card.

Scott will reach out to Dan Craig to get the insurance company paperwork.

The Board discussed the use of Quickbooks online rather than Quickbooks desktop for keeping the Association's financial records and as a way to ease the transition from treasurer to treasurer, provide access to the records from anywhere for multiple people and provide an offsite back-up. Angela will demo Quickbooks online to determine if the functionality is sufficient.

The Board discussed the possibility of entities such as York Swim Club or the Marlins Swim Club of using the pool prior to swim team practice. Such a proposal was presented to the Board last year and was rejected due to our zoning variance not allowing swimmers prior to 8 am. Additionally, the amount being offered for the pool rental was less than the Board consider appropriate for a rental. Scott agreed to investigate the cost of and process for getting a change to PVRA's variance.

The meeting concluded at 9:00pm.