.•

Wakefield Chapel Recreational Association2015 Annual Membership Meeting

Wakefield Forest Elementary, 12/10/201.f 7:00

AGENDA

I. Cary Fichtner-Vu, President - Welcome/ Call Meeting to Order/ MeetingGuidelines/ Roll Call of Board Members. Secretary, then back to President forannouncements and Nomination Committee review, Bylaw Committee reviewand vote

II. Douglas Prince, Secretary - Quorum to vote/Minutes ApprovedIII. Officer's Reports: Scott Arenholz, Operations.IV. Officer's Report :Joe Gross and Jae Yoo Ko, Long RangeV. Officer's Report: Shelley and Tim Hartmann, MembershipVI. Officer's Report: Jeff Champagne, Treasurer - final 2015 financials,

presentation of 2016 budget, vote on 2016 budgetVII. Committee Reports: Laurie Richter/Season Crawford, Social/ActivitiesVIII. Committee Report: Liz Modder and Cathy Read, Swim TeamIX. Committee Report: Jennifer Cassata and Izabella Thomas, Dive TeamX. Committee Report: Jackie Lluy and Dawn Young, TennisXI. Committee Report: Cary Fichtner-Vu, Snack BarXII. Adjournment

All board members will take questions specific to their presentations.

Membership may request, in writing, new business to be placed on the Agenda. The written request mustbe received or postmarked by December 4, 2015 and should include the member's full name, address,email address, phone number, member number, a summary of the request, an explanation of the purposeof request, the anticipated cost, number of expected attendees and a detail of any additional relevantinformation for consideration.

..

Wakefield Chapel Recreation AssociationAnnual Meeting December 10, 2015

Wakefield Forest Elementary School Cafeteria

Attachments: 1) Treasurer budget sheets and graphs

WCRA BOARD: Cary Fichtner-Vu, President; Jae Yoo Ko and Joe Gross- Long Range Plans;Scott Arenholz- Operations; Doug Prince-Secretary; Jeff Champagne- Treasurer; TimHartmann- Membership; Liz Modder- Swim

Attendance:

34 Members in attendance84 Ballots/Proxy mailed in

(70 Proxy's assigned voting rights to President and 14 Proxy's designated for "quorum only")

Quorum called: Meeting started at 7:05pm(Note: Need 71 people and proxies for Quorum)

1. Cary welcomed members to the 2015 Annual WCRA meeting. Introduced members of theBoard. Reviewed ground rules for Q&A's of 2 minutes per speaker and reasonable limitationsto the number of speakers based on how meeting is proceeding per the agenda.

2. Secretary announced that quorum requirements had been met to conduct Annual WCRAMembership meeting. The 2014 Annual WCRA Membership meeting minutes were acceptedby the Board at the Jan 2015 Monthly WCRA Bd meeting and are posted on the WCRAwebsite. In addition, the 2015 WCRA Monthly Bd meeting minutes are posted on the WCRAwebsite.

3. The President called on Kathy McGarey to report results of Nomination Committee:Social Director- Melissa AuneCommunications- Kathryn CookSnack Bar- Georgette LeaSnack Bar purchasing- position still not filled*Treasurer- Position not filled*Payroll- Position not filled*

*Note- Search for volunteers for these positions continues. Jeff Champagne will continue dutiesas Treasurer for the interim.

4. Closing of VDOT Tennis Bond- Supervisor John Cook's office has assisted WCRA in movingforward with Fairfax County to complete required steps( paving, street lighting) to recover the$7000 Bond that WCRA established in 2006 to build the Tennis Court. Steps that should havebeen completed by the Engineering Firm WCRA hired to do this work were never completedand that firm went out of business. The Board is hopeful that this issue will be closed in 2016and WCRA will recover $7000.

/4~ pg.l

.•

5. WCRA Board completed the update of WCRA Pool regulations and posted regulations to theWCRA website.Member comment- Mbr felt there needs to be better enforcement of rules that pool has inplace.OPS responded that problem of rule enforcement had been recognized by Board and OPS hadbeen working with Premier Management and Lifeguards to improve in this area.

6. WCRA Bylaws were revised by volunteer group of WCRA members. WCRA Bylaws werecompared with the Bylaws from other local pools. The Board held two O&A sessions (30 Octand 16 Nov) to answer questions on the Bylaws review. Jennifer McGarey led the WCRABylaws review committee and answered questions.. WCRA member Mike Barnsback reviewedthe Bylaws to ensure they are in compliance with Virginia law. He noted 5 changes that need tobe made. Jennifer McGarey reviewed changes and said all changes recommended would beaccepted into the WCRA Bylaws final version.

Motion did not pass.

-Member had question about Fidelity Bond coverage for Board members. President did nothave specifics of coverage and took action to provide further details to member.

- Member asked question about interpretation of Article VI section 2 on term of office fordirectors and had good discussion with membership on this topic.

-Member had question on wording of the second sentence of Section 1 Article IX. Specificallychanging the word "or" to "and". This wording was not changed by the Bylaws reviewcommittee and is the Original wording. Two members of the review committee spoke to the factthat many sections of the Bylaws refer to other sections and without an in-depth review theywouldn't recommend making changes

Member made motion to change the "or" to "and" in second sentence of Article IX Section 1.The motion was seconded.

Votes For:7Votes Against: 27 plus 70 Proxy votes

Motion made to pass revised WCRA Bylaws as posted on WCRA website and to include thechanges recommended by Mike Barnsback to bring Bylaws in compliance with Virginia Law andafter Bylaws are reviewed against original Organization papers of the Corporation. The WCRAIncorporation papers have been requested from the STATE but have not been received.

Votes Against: 4Votes For: 30 plus 70 Proxy votes

Motion passed.

7. Operations Review:a. Capital Improvements: Purchase of propane cage to be compliant with Fairfax Fire Code,Replaced safety spotlights with LED daylight sensor'd lights, Bleacher repairs - completereplacement of the left portion and recapping of the remaining ones, along with stain andsealing of all bleachers.

pg.2

.•

b. Maintenance-Repairs to pipes and shower valves throughout the building due to winterfreezing, Main pool drain covers replaced to be compliant with regulations, Replacementof 3 skimmers, Repairs to grout, crack in pool and skimmer parges/throats, Replaced thelow end expansion joint, Pool motor repaired, Replacement of several under water lightswith LED lights, Repaired pothole in parking lot, Ice maker repaired, Treatedbuilding/facility for termites and other rodents.

c. Landscaping Grounds: mowing, weeds, leaves and bushes, Trees: removed fallen treeacross back path, Planted several Knockout Roses and other perennials

d. 2016 Maintenance Focus AreasPool Motor wiring

• Continue under water light replacement with LED lightsReplacement of blue tentsReplace grills past their useful life

• Replace perimeter caulking around pools• Clean up hill behind tennis courts• Cleanup natural area between pool and woods

Install permanent spotlight to illuminate flag• Contractors continue to do weeding & trimming

Spring Cleanup landscaping to be performed by contractor• Evaluate sound system and consider replacement/repairs

Evaluate security system and consider upgradese. Pool Contract:• Exercised 2016 option of contract with Premier• Focus on helping guards understand their role/job better to ensure we have the best

service

8. Long Range Plans ( Joe Gross and Jae Yoo Ko)a. Pool White Coat- Cost $50,000. Forecast will be required in 2019.b. Replacement/repair of pool coping- $35,000-$40,000c. Crack in Pool by Lifeguard Chair in shallow end. Being monitored over winter. Cost of repairis TBD.d. Future "nice to have" projects that are being evaluated after meeting obligations of 7 a thru cabove.

-Social Pavilion on the Hill ( 18 ft. X 32 ft.)- Permanent Roof structure over Lido Deck-Basketball Court- Currently looking at various under-utilized areas of the facility as potential

locations for construction of a permanent court.

9. Membership (Tim and Shelley Hartmann)-470 Bonded Members-30 Bonds available for Sale by Pool-17 Bonded Members are on the Sale List

Upgrading the Membership Software to a product that will be user friendly and less laborintensive.

10. Treasurer Report ( Jeff Champagne)a. WCRA Board concurred with $25 dues increase for 2016.b. See attachment for Treasurer report and recommended Budget for 2016.Reviewed budget.Member asked where long term savings are held. Answer is Savings Account

pg.3

.•

Discussed credit card fees.As interest rates rise, Board will investigate alternative options for holding long term savings.

Motion made to approve 2016 Budget. Motion was Seconded.

Votes For Budget- 34 plus 70 Proxy votesVotes Against - 0

The 2016 Budget is approved.

11. Social Activities (Laurie Richter)a. Stayed within budget - Pre-registration for most events provided certainty for event planners.Maintained relationship with Red, Hot and Blue for discounted catering.b. New events for Social this year- Over 55 party, Easter Egg hunt, July 4th parade and picnic.Successful events with food trucks plus Burger Night, Asian Night and Meatball Mania night.c. Flexibility is key- Please provide your suggestions for events (current and new) to SocialDirector

12. Swim team (Liz Modder and Cathy Read)a. Division" Champs (5-0)b. Third place finish at All Star relays ( best performance is many years)c. 21 Swimmers qualified for All Starsd. 225 Swim team memberse. Steve Menard will be returning as Head Wahoo Coachf. Big volunteer positions to fill for next season(assistant data coordinator, someone to

shadow B meet reps and one A meet rep)

11. Dive Team ( Jennifer Cassatta and Izabella Thomas)a. Dive Team had a successful season, with 38 diversb. Many divers (22) also competed on the swim teamc. WCRA hosted Divisionals - THANK YOU Board and membershipd. WCRA won the Sportsmanship Award!e. Divers performed well at Divisionals, All-Stars, and the Wally Martin 3-meterchampionship. One diver (Aidan Thomas) won All-Stars for his age group!f. Dive Team likely to remain in Division 4 in 2016g. Team reps for 2016: Izabella Thomas & TBD (volunteer needed)

13. Tennis (Dawn Young and Jackie Lluy)a. Second year with RJ Tennis. Very flexible; positive feedback; adding/trying new classesGreat group of kids this summer; high level of junior tennis. Plan is to renew RJ Tennis contractnext yearb. Total tennis revenue over $20,000 this year with positive netEnrollment numbers:Summer juniors - 47Adult registrations - 49Adult teams had a good yearc. 2016 Plans: Expand and improve adult and junior programs. Organize adult tennisopportunities and socials

pg.4

.•

d. Jackie Lluy to assume role of tennis rep on Board; Julia will run junior tennis; Jackie and Juliawill share other tennis responsibilities

14. Snack Bar Report: ( Cary Vu, Dave and Julia Lafferty)a. Defining Success: Provide enjoyment and food options for our members and guests. Providework experience for our teens ( 23 member teens). Support swim meets and other swimfunctions as needed.

b. Financially self supporting. New Management Style This YearStudent Manager (manage staff, purchasing and payroll).23 employeesAdult Volunteers for purchasing and an Adult Volunteer for depositsSwim team assisted by swim team volunteers!Supported Meets and DivisionalsVery busy meet season with resulting snack bar profit of $6000+Met our goals in budget, food options, cleanliness

Meeting Adjourned- 9:15 pm

pg.5

-------- --~ ---_. ----- _.

TREASURER

$147

The WCRA is financially healthy realizing surpluses in excess of budgeted amounts for theprior two years. During this time, total cash increased 60% and long-term savings doubled.

'" $500"0c:::J1::loF

Year-Over-Year Amounts

$400~ $373

_ - $353

$300

$200~ --- $217

Total Cash

$100

$0

l.T. Savings $70

~ Net Surplus (Deficit) $20

20·:-12:-------::2~013 2014 2015 2016

-$100

'.

TREASURER

Expenses

..During FY15, total revenue exceeded budget by $16k (5%) and total expenses were underbudget by $7k(2%). Net surpluses were in excess of budget by $23k (100%).

FY15 SnapshotBudget Actual$354k $370k$344k $337$10k $33k

$174k $197kSIO

SlS

510

5S

so

(55)Bus ocs, (5S)

(510)

FY15 Budget to Actual Variances

AccountRevenueExpenseSurplus

Revenue$20 Cash

$15

$10

Membership Dues, 57 Teams, $6~T~JII Snack Bar, $6$5 IISocial/Rec, $1-$0

(55)

($10) Bond Sales, ($9)

(SIS)

($20)

Utilities. $2----Ops, (SO) - '-Teams, ($1)Main', ($1) Tax & ins, (51)

Snack Bar, (SO)

Social/Rec, (54)

(515)Bond Purchases, ($13)

(S20) "......•••..~ .•.~-....;:-:.,.:~c:-: ~:_"'~;";~~~ •••.••. ,-.--c--~~ ~c-; to;~.~-~

TREASURER

I

The FY16 budget plans for revenues in the amount of $373k and expenses in theamount of $353k. Net surpluses of $20k will be added to long term savings.

Revenue Expenses

FY16 Budget

'.

10/::)/(.. 2..0 152016 WCRA BUDGET

9

10

1

12

2015 Budget 2015 Actual 2016 Budget

REVENUE

Membership Dues

1 Members Dues $214,250 $220,899 $227,250

2 Bond Sales $23,750 $15,190 $19,000

3 TOTAL MEMBERSHIP DUES $238,000 $236,089 $246,250

Membership Fees

4 .Guest Passes $5,000 $6,804 $6,000

5 Late and Transfer Fees $1,000 $3,051 $1,500

6 Convenience Fees $2,000 $2,135 $2,000

7 Volunteer Donation $2,000 $3,030 $2,500

8 TOTAL MEMBERSHIP FEES $10,000 $15,020 $12,000

Teams

Swim $49,000 $56,726 $55,000

Dive $4,000 $4,050 $4,000

1 Tennis $18,000 $16,565 $16,000

TOTAL TEAMS $71,000 $77,341 $75,000

Social/Rec

Social $11,500 $9,074 $10,000Activities $1,500 $5,251 $5,000

TOTAL SOCIAUREC $13,000 $14,324 , $15,000

Snack Bar $22,000 $27,791 $25,000

TOTAL REVENUE $354,000 $370,565 $373,250

2015 Budget 2015 Actual 2016 Budget

EXPENSES

Operating Expenses

Business Operations

Credit Card and Bank Fees $5,500 $6,210 $6,250

Constant Contact $500 $540 $500

Payroll Processing $2,500 $2,722 $2,750

1 Administrative Assistance $1,000 $0 $1,000

Legal $5,000 $525 $5,000

TOTAL BUSINESS OPERATIONS $14,500 $9,998 $15,500

Membership

Membership Administration

Website Fee $450 $450 $1:000

Mailings and Postage $1,550 $2,555 $1,500

Membership Assistance $1,500 $0 $1,500

Supplies and Other $1,750 $1,980 $2,000

Bond Purchases $23,750 $10,975 $19,000

TOTAL MEMBERSHIP $29,000 $15,959 $25,000

Operations Contract

Base Contract $75,000 $81,049 $77,000

Supplies, Chemicals, and Other $15,000 $8,821 $10,000

TOTAL OPERATIONS CONTRACT $90,000 $89,870 $87,000

Maintenance

Grounds $7,500 $7,490 $10,000

Other $5,500 $4,895 $5,500

TOTAL MAINTENANCE $13,000 $12,385 $15,500

Utilities

Security $750 $456 $750

Electric $8,500 $8,344 $8,500

Telephone $1,750 $1,810 $1,750UI Trash $2,500 $2,731 $2,750wUIz Water $13,000 $15,101 $15,000wa.

TOTAL UTILITIES $26,500 $28,442 $28,750><wsa

1314

15

16·17

18

19

20

2

22

23

24

25

26

27

28

29

r

30

31

32

33

34

35

36

37

38

39

40

41

.• 2016 WCRA BUDGET

4

4

4

2015 Budget 2015 Actual 2016 Budget~

3 f- Property Tax $8,000 $8,185 $8,000

2 ~WQ.

$8,000 $6,437 $8,0003 0 Insurance

Teams

Swim Team

4 Salaries $29,000 $32,376 $33,000

5 Overtime $2,000 $438 $500

6 Other $27,000 $30,155 $30,500

7 Total Swim Team $58,000 $62,968 $64,000

Tennis

8 Salaries $2,000 $1,736 $2,000

9 Tennis Pro $16,000 $12,984 $16,000

0 Other $2,500 $2,623 $3,000

1 Total Tennis $20,500 $17,344 $21,000

Dive Team

2 Salaries $5,500 $5,175 $5,500

3 Other $3,500 $1,267 $3,500

4 Total Dive Team $9,000 $6,443 $9,000

5 TOTAL TEAMS $87,500 $86,755 $94,000

SociallRec

Social

6 Events $13,750 $8,396 $13,000

7 Overtime $1,250 $400 $500

8 Total Social $15,000 $8,796 $13,5009 Activities $1,000 $3,190 $3,500

0 TOTAL SOCIAUREC $16,000 $11,986 $17,000

Snack Bar

1 Salaries $7,500 $8,459 $10,500

2 c Consumables and Other $14,500 $13,147 $14,500

TOTAL SNACK BAR $22,000 $21,605 $25,000

TOTAL OPERATING EXPENSES $314,500 $291,620 $323,750

Improvements/Major Repairs

a: Facilities $10,500 $9,057 $7,500x

Pool $5,000w $22,639 $12,000...J

~ Landscaping / Hill Renovation $11,000 $10,883 $5,000c:: Furniture $3,000 $3,073 $5,000<I:o TOTAL IMPROVEMENTS $29,500 $45,651 $29,500

TOTAL EXPENSES $344,000 $337,272 $353,250

Net Surplus $10,000 $33,293. $20,000

4

4

4

4

4

4

5

5

5

5

5

5

5

5

55

6

66

63

64

65

66

67

68

69

70

71

72

73

74

75

7677

78

2015 Budget 2015 Actual 2016 Budget

CASH

Checking

Main $83,723 $89,967 $89,967

Swim $6,911 $9,669 $9,669

Tennis $13,785 $15,506 $15,506Ulw Dive $4,925 $7,533 $7,533oz Social $4,070 $7,848 $7,848<I:...J

Snack Bar $7,152 $13,338 $13,338<I:OJe TOTAL CHECKING $120,566 $143,860 $143,860zCz Savingsw

Swim Money Market $2,885 $2,885 $2,885Long-term Savings $50,000 $50,000 $70,000

TOTAL SAVINGS $52,885 $52,885 $72,885

TOTAL CASH $173,451 $196,745 $216,745

7980

81

82