r------- i Wakefield Chapel Recreational Association- January 2015 Location: Spraque Tech Center ( Chapel Square Center) Date: January 12, 2015 Time: 7:00-8: 15 AGENDA 7:00-7:15 Available for Member Questions. Cary Fichtner-Vu, President - Welcome/lntroductions/ Call Meeting to Order/ Robert's Rules/ Roll Call of Board Members -Vote of Agenda for 2015 -DiscussionNote of WCRA Board business hours -Review of Action tem List -ByLaws Review committee update -Barnsback Letter #3/response, #4/response -Volunteers for various open positions. Officer's Reports: Jae Yoo Ko, Joe Gross, Scott Arenholz Ops/Long Range - Review of pool contract plans - Update on hill renovation - Update on chair order -Update on Light repair- Vance Electric. Officer's Report: ShelleylTim Hartmann, Membership. Officer's Report: Jeff Champagne, Treasurer V. Committee Report: Shawn Mansfield, Team V. Committee Report: Jennifer- Dive Team ( will not be available) V. Committee Report: Dawn Young/ Jackie L1uy, V. Announcements/Action tems/new Business: Cary Fichtner-Vu V. Adjournment Short Meeting due to the TV sporting event Standard Robert's Rules Board of Director Meeting Business Procedure: Membership may request, in writing, new business to be placed on the Agenda. The written request must be received or postmarked by one week in advance and should include the member's full name, address, email address, phone number, member number, a summary of the request, an explanation of the purpose of request, the anticipated cost, number of expected attendees and a detail of any additional relevant information for consideration. Accepted Format by Vote for WCRA Board/Membership Meetings for 2014
----- Meeting Start- Meeting Stop- 7:06pm 8:26pm WCRA Monthly Meeting Minutes 12 January 2015 Sprague Technology Center Attachments: 1} Treasurer report Board Attendees: Cary Fichtner-Vu- President; Jeff Champagne- Treasurer; Doug Prince- Secretary; Scott Arenholz-Ops; Jae Yoo Ko- Long Range Planning; Tim Hartmann-Membership; Liz Modder- Team Rep Members in attendance: Lynn Barnsback, Kristen Andersen, T. Patrick Smith, Michael A. Smith, Brian George Cary opened meeting, welcomed WCRA Bd members and WCRA attendees and reviewed meeting rules for Member Open Discussion period. Member Question Period: Member had question about selecting pool contract for 2015. Jae Yoo and Scott gave update on status: Had follow-up meetings with NV Pools, High Sierra and Premier Aquatics. Most impressed with Premier Aquatics. Feedback from references have been very good including from Mclean Pool. Price is in 75,000 range. Still discussing contract particulars with all three (overtime hours! hiring of local kids for staff! chemicals! other supplies for pool, etc.). Member specifically asked if Pool member children would be hired for lifeguard positions by new companies. The answer is YES for all 3 companies and notice for hiring will be placed on WCRA Website once the Pool management company is selected ( should occur within next 30 days) Member asked if Contract with NV Pools is complete- Still owe NV Pools for pool winterization and need to swap out loaner Dive Board for WCRA bd that is being resurfaced by NV Pools. Member stated that he had spoken with NV Pools and that he was under impression that NV Pools was leaving the loaner board at WCRA and keeping the WCRA Bd that needed to be resurfaced. Cary said that is not what the Board had heard from NV pools but Board would contact NV Pools for up to date status of Dive board. Note: Cary contacted NV Pools (Rob Dean) on 13 Jan bye-mail and received the following response: From Rob Dean, NV Pool: The story with your diving board is this: June 24, 2013, Wakefield Chapel asked about resurfacing a diving board. came and inspected the board and it did have a slick spot on it. told the board at the time that we have a loaner board could have installed the next day, which we did. was supposed to ship your board to Duraflex for resurfacing, which didn't do until March 2014. Being that shipped it so late, we left our loaner board, which was and still is in fine shape, and sent Joe an e-mail on July 31, 2104 stating this. pg.l
Our current price is 1,85. thought we had given you an estimate but can not find it. We'll charge you our 2013 price which was 1,50. Open Discussion period ends--------------------------------------------------------------------------------------- Commenced Regular Meeting Agenda: -Review of 2014 Annual Member meeting minutes is in Progress by all Bd members via e-mail. Jae Yoo said the quoted figure of 86K should be 89K. There were no other comments in addition to the comments already sent to the Secretary bye-mail. Background/Guidance on Meeting Minutes. 1. Any WCRA Minutes, Emails, Letters already accepted over the last years are part of the record, can't be altered, eliminated except where the meeting was closed on an confidential member or employee matter. 2. The Minutes should reference all discussions at the board meeting with issues, discussion and result, reference all emails, letters discussed and solutions, votes on agenda or motion items can be passed with majority or not passed, no need to be specific voting numbers except for election. FY: n the 2014 spring newsletter and subsequent emails to membership, the fact that all correspondence is considered public and part of the reference was discussed, in a kinder gentler manner. The Monthly WCRA meeting minutes will be posted this year after approval and Bd had discussion on whether or not to attach member e-mails to the WCRA meeting minutes if they were part of WCRA meeting. This is in response to some WCRA members wanting more transparency of the Board. Discussion on possible alternatives for handling the publication of minutes for all future meetings: 1. Option 1: Publish Minutes with all emails, letters attached. All of these documents are part of the record. This becomes tedious for our secretary, and appears, although it is part of the record, to look like pot stirring. 2. Option 2: Publish Minutes with a reference in discussion to the emails or letters, then on the bottom of the minutes, list the emails and letters by TOPC and DATE, but don't attach em ails or letters to the minutes. Emails and letters won't be available to the membership. 3. Option 3: Publish the Minutes with a summary of the letters- This is the least preferred option because of the time involved in summarizing letters/emails and interpretation of the summaries. All Board members discussed the options and which one they favored. BOARD Voted Unanimously to accept OPTON 2 -Discussed the Meeting Agenda format for 2015. The WCRA will follow the Meeting Agenda format for each meeting and the Meeting Agenda with Meeting time and location will be posted on the WCRA website pg.2
Board discussed Meeting agenda format. Also discussed current meeting time of first Monday of the month. Treasurer said it would benefit his reports to the Board if the meeting was shifted to later in the month so that he could get in his monthly statements. Others commented that Monday conflicted with B Team swim meets. Scott put forth motion to Amend Mtg agenda by putting Proposed Discussion topics for the meeting on the agenda that is posted on the WCRA website, to put meeting location, date and time on WCRA calendar and to change the meeting time to 2 nd Wednesday of each month from 7-9 pm Board voted Unanimously to accept Meeting agenda and time as amended above -Cary discussed the concept of establishing WCRA Bd "working hours" to set ground rules on time limits for when the WCRA Bd would respond to issues brought to the Board. Purpose would be to set expectations with WCRA Members on how fast they would hear back from the Bd on an issue. This topic will be discussed at next meeting. - Action item list will be discussed at Feb meeting and passed to WCRA bd members for update and review prior to the meeting. -The WCRA Bylaws Review Committee will meet the 2 nd Tuesday of each Month. Their Goal is to present their findings to the Board at August meeting. Cary has ordered the WCRA ncorporation Papers from the state of Virginia to support this review. f WCRA bd members have specific areas of Bylaws that they believe they committee should look at then they should sent them an e-mail. - Barnsback tr response from Board- Cary will make change based on Jeff's recommendation then send revised tr out to Board members for final review and approval. Goal is to get response back to Mr. Barnsback within next couple of days. - Open Volunteer positions: Still looking for a volunteer to run Snack Bar and volunteer to clean and maintain the grills. OPS Long Range Report: Covered all the Pool Contract details during the first part of meeting. Expect to put out e-mail with final recommendation for 2015 Pool Contract acceptance by end of this month. -Anticipate caulking of the pool deck when weather gets a little warmer -Hill Renovation starts in March -new Chairs will be ordered through COSTCO -Vance Electric will investigate problem with Security lights at the pool. MEMBERSHP report- Just took position of some old membership records. Tim is investing the Club Sentry software and also comparing its capabilities to Open Source software that does similar functions. Will provide update to Board in Feb. Plan is to send out nvoices by 1 March. pg.3
Board discussed different ways to communicate nvoices and Spring Newsletter to WCRA members. Tim would like a volunteer effort to hand deliver invoices to membership. Scott recommended posting Spring Newsletter to the WCRA website vice hard copy mailing. TREASURER report- Jeff handed out Budget vs Actuals for FY15 and covered with Bd. ( see attachment) We have 40K in Long Range Planning. Just received NV Pools bill for 300 to cover pump inspection and winterization. Team Report- Looking into Event Software for Team. All set on coaches for 2015- they have either been hired or notified that they will be hired. Dive Team Report- Report via email. We have confirmed that Paul Helfgott will be our head coach. He was an assistant for us the past two years and is a WCRA dive alum. He currently dives for George Mason. We are in discussions about an assistant coach. We will be in division 4 again next ear and will host two A meets on Tuesday nights (June 23 and July 7). We have yet to schedule B meets (Thursday nights). We will coordinate with swim to make sure we don't impact the pool on two many evenings in a given week. At the next team rep meeting (Feb 8), we will put in our bid to host divisionals (Sunday July 26). Report- Report via email. Meeting with our committee later this month to set a schedule and activities for the year pg.4
11. A B c D 1 Wakefield Chapel Recreation Association 2 Budget vs. Actuals: Budget - FY15 P&L rr November 2014 - October 2015 4 ""5 Total r--:- 6 Actual Budget % of Budget ncome c--a 50000 Membership Dues ""9, Members Dues 1,075.00 201,825.00 0.53% To Membership Bond Purchases 23,75 11 Membership Rental 3,50 - Military dues 8,925.00...Q- Court Bond Refund -* Total 50000 Membership Dues 1,075.00 238,00 0.45% 50100 Membership Fees 16 Convenience Fees 2,00 17 Guest Fees 5 5,00 1.00% - Late Fees 1,00 Transfer Fees Volunteer Donation 1 2,00 0.50% Total 50100 Membership Fees S 6 S 10,00 0.60% 4 t-,-- 50200 Social/Rec Activities 24 Activity Fees 20 g Synergy Rental ncome 391.80 1,50 26.12% Total Activities 591.80 1,50 39.45% 27 Social Fees 11,50 Ta Total 50200 Social/Rec 591.80 13,00. 4.55% f-29 50300 Team ncome r1q. Dive Fees 4,00 Fees 49,00 Fees 18,00 Total 50300 Team ncome 71,00 "34 50400 Snack Bar '35 Snack Bar Cards 2,00 Snack Bar Other 20,00 g Total 50400 Snack Bar 22,00 38 50600 Merchandise Sales 39 Total ncome 1,726.80 354,00 0.49% 40 Gross Profit 1,726.80 354,00 0.49% 41 ] 60000 Operating -- 60100 Business Operations Administrative Assistance 1,00 Constant Contact 9 50 18.00% Credit Card / Bank Fees 167.90 5,50 3.05% Legal 5,00 Payroll Processing 270.81 2,50 10.83% Total 60100 Business Operations 528.71 14,50 3.65% 60200 Membership 51 Membership Administration 52 Mailings and Postage 176.34 1,55 11.38% - Membership Assistance 1,50 Supplies and Other 146.02 1,75 8.34% Website Fee 45 Total Membership Administration S 322.36 5,25 6.14% Membership Bond Sales 23,75 Total 60200 Membership 322.36 29,00 1.11% 60300 Operations Contract Base Contract 75,00 Supplies, Chemicals, Other 30 15,00 2.00% Total 60300 Operations Contract S 30 90,00 0.33% 60400 Maintenance Grounds 80 7,50 10.67% 65 Other Maintenance 5,50 Total 60400 Maintenance 80 13,00 6.15% '67 60500 Utilities
A 6 58 69 70 71 72 73 74..J.... 77 Actual 7.37% Security 114.00 75 15.20% Telephone 308.10 1,75 17.61% Trash 575.01 2,50 23.00% 13,00 4.43% Water 60600 Property Tax Dive Other 't17 '118 122 3,50 50 Dive Salary Total Dive Salaries Total Dive Team 4,50 5,50 9,00 27,00 2,00 Team Team Other Team Overtime Team Salaries Salary Team EE Taxes Team ER Taxes Total Team Salaries Total Team 1,327.06 24,00 5.53% 109.94 2,50 4.40% 2,50 5.04% 1,563.03 126.03 29,00 5.39% 1,563.03 58,00 2.69%. Other 18,50 Salaries EE Taxes 125.00 ER Taxes 125.00 Salary 1,75 Total Salaries Total 60800 Team 2,00 20,50 1,563.03 87,50 1.79% 1,00 Activities Social Social Guard Overtime Social Other Total Social Total 60900 Social/Rec 61000 Snack 1,25 13,75 15,00 16,00 14,50 Bar Snack Bar Consumables Snack Bar Salaries 115 50 60900 Social/Rec 8,00 Dive EE Taxes 103..,..,- 'trt 51.10% Dive ER Taxes Total '110 8.30% 8,00 Dive Salaries 161 109 26,50 Dive Team J!Z. 99 100 107 10a, 60800 Team 92 102 2,199.98 4,087.82 60700 nsurance 94 --'-- 576.07 Total 60500 Utilities f-82 93 % of Budget Budget 8,50 "80 '85 D 626.80 T1 ---'- Electric r-yg '83 '84 c B Snack Bar EE Taxes 50 Snack Bar ER Taxes 50 Snack Bar Salary 6,50 Total Snack Bar Salaries 7,50 22,00 314,50 3.12% Total 61000 Snack Bar Total 60000 Operating 9,801.90 65000 mprovements Diving Board (deleted) Facilities 10,50 ---'- Furniture 3,00 125 Landscaping tra em em '129 Hil1 Renovation Pool Total 65000 mprovements Total Net ncome. Monday, Jan 12, 201504:37:34 5,00 29,50 9,801.90 344,00 8,075.10 10,00 tro '131 11,00 PM PST GMT S - Accrual Basis. 2.85% 80.75%