Wakefield Chapel Recreational Association- March 2015Location: Spraque Tech Center (Chapel Square Center) Date: March 11,2015

Time: 7:00 -9:00 PM

AGENDA

7:00 - 7:15 Available for Member Questions

I. Cary Fichtner-Vu, President - Welcome/Introductions! Call Meeting to Order/Robert's Rules/ Roll Call of Board Members-DiscussionNote of WCRA Board business hours-Review of Action Item List-ByLaws Review committee update-Discussion of membership correspondence timeline-Presentation of Snack Bar Options

II. Committee Report: Shawn Mansfield-Possibility of evening practice a few days a week-sound system-alcohol policy- snack bar options for swim team

III. Officer's Reports: Jae Yoo Ko, Joe Gross, Scott Arenholz Ops/Long Range- Update on chair order-Update on Light repair- Vance Electric

IV. Officer's Report: ShelleylTim Hartmann, Membership-software review-membership invoices

V. Officer's Report: Jeff Champagne, TreasurerVI. Committee Report: Shawn Mansfield, Swim Team

-new websiteVII. Committee Report: Dawn Young, Tennis

Committee Report: memo from Dive TeamVIII. Announcements/Action Items!New Business: Cary Fichtner-VuIX. Adjournment

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 mustbe 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 ofthe purpose of request, the anticipated cost, number of expected attendees and a detail of any additionalrelevant information for consideration.

Approved Format by Vote for WCRA Board/Membership Meetings for 2015

WCRA Monthly Meeting Minutes11 March 2015

Sprague Technology Center Conference Rm 9AMeeting Start- 7:06pmMeeting Stop- 9:05pm

Attachments: 1) WCRA Snack Bar Proposal2) Treasurer report

Members in attendance: Kris Anderson, Joe Cook, Laurie Richter

Board Attendees: Cary Fichtner-Vu- President; Jeff Champagne- Treasurer; Doug Prince-Secretary; Scott Arenholz-Ops; Joe Gross and Jae Yoo Ko - Long Range Planning; ShelleyHartmann-Membership; Shawn Mansfield- Swim Team Rep; Dawn Young - Tennis Rep

Cary opened meeting, welcomed WCRA Bd members and conducted roll call.

Asked members in attendance if they had any questions for the board. There were noquestions.

Commenced Regular Meeting Agenda:

1. Board voted and approved Feb 2015 meeting minutes amended with one change providedby Ops via email.

2. Reviewed action list and current status of near term items.3. Cary reported on WCRA Bylaws Committee review work. The Committee met in Jan and

Feb. The Bylaws have been converted to digital format. Ordered State IncorporationPapers, Special Permit for Neighborhood pools from Fairfax County and the Site Plan forthe Pool. These 3 reference documents are needed to support the next discussions on theBylaws.

4. The Pools Rules and Regulations were last updated in 1996 and are only in a "hard Copy"format. A WCRA member has volunteered to type the regulations in MS Word for review bythe WCRA Board.

5. WCRA Snack Bar Proposal ( see attachment). Discussed idea for of hiring a collegestudent as Snack Bar Manager to work about 20 hr!wk. Looking for a person who ismajoring in cooking! restaurant business, etc. This will be an added budget cost butTreasurer said the budget can cover this cost

ACTION: Board voted unanimously to move forward with the WCRA Snack BarProposal

An announcement about this position will be put out on the WCRA website with hiring totake place in mid-April

6. Swim Report: The swim team was moved to Division 2 for this year. Joe Gross andShawn Mansfield will investigate cost and availability for a Stand Alone PA system to bepurchased for this season. Swim team asked WCRA Board to consider starting up SwimPractice at night (5-6 pm or 6-7 pm). This will accommodate families with potentialswimmers that can't make morning practice. It will take the Adult swim lanes out of use forthis time frame. The Board discussed this idea and felt that it was acceptable to give up the

pg.l

adult swim lanes for 1 hour and that WCRA members would be able to adjust their schedulearound this 1 hour period.

7. OPS report:

A. Pool pump motor needs to be reworked (new seals and bearings). Estimate for workis $1450 and includes a 1 year warranty.

ACTION: Board voted unanimously to move forward with Repairs to the Pump.

C. Vance Electric completed light replacements for Security lights

B. Premier has hired 7 lifeguards as of 11 March( all neighborhood children). They wantto hire additional lifeguards and will hold an Open house at the Pool and their Office.Information will be posted on WCRA website.

D. Bleacher repair work is complete. Still need to paint the Metal Handrail for the stairs.This will be completed when the weather gets warmer.

E. Discussed need for a method to keep birds out of the rafters of the Tennis Pavillion.Ops will try a combination of "Hot Foot" powder in the rafters and rafter spikes.

F. Ordered mulch from AHS and Boy Scouts for the pool.

G. OPS needs to turn over keys for the pool to Premier.

8. Long Range: Working with Swim team on the Independent PA system and working on LongRange Plan book. Discussed use of "Drop Box" or "Keep and Share" as two possibilities forlocation of the data. Treasurer pointed out that we have Drop Box account and make monthlypayments to Drop Box.

9. Membership- Club Sentry database has been cleaned up and looks good. 2015 Memberdues invoices will be mailed by end of March.

ACTION: Board voted unanimously to make the cost of a Temporary Membership $550.

10. Treasurer- Presented "Budget to Actuals" report through Feb (see Attachment). The TaxForm 990 is in Draft form being reviewed.

11. Tennis- Tennis will sponsor a clean-up on 25 April and 2 May (Back-up date if needed)

12. Dive team - Dive team was nominated to host Dive Divisionals.

Meeting Adjourned

pg.2

WCRA Snack Bar Proposal- March 2015

History/Informational

How the snack bar has been managed:The snack bar has been managed by vending machines, volunteer with minimal snackbar, volunteer with lifeguards, volunteer with college student manager, volunteermanaged with large paid staff.

Historical Revenues:• 2009- 2012 the snack bar lost $400-$800 yearly and that was without the agreed

payment of $3000 set price of swim team receipts from meets back to the mainaccount.So the snack bar really lost $3400-$3800.00

• 2013 the snack bar had revenues of $3000 +/- no money was returned to themain account.

• 2014 the snack bar had revenues of 1500+/- the WCRA Board of Directors votedto maintain the stipend to the Swim Team without the requirements of anythingbut helping cook/grill cashier for the snack bar.

Why revenue difference:• Inventory costs were substantially reduced from 2012 of $15,000 + to 2014 to

$11,000+• Staff was kept to one person per shift, only two in busy season• Accountability with inventory, cash register, consistent deposits.

Break - ins were zero with no cash, no safe, no alcohol left in the snack bar.

Proposal

A adult volunteer to oversee the program, maintain the credit card/check book,payment of receipts payable, check inventory and deposit funds ..

Hire a College Culinary Student Manager for $10 an hour for a a Management!Internship programResponsibilities

• The manager's responsibilities will be set up the snack bar, creating snackcards, pricing, set schedules, purchasing, maintaining cleanliness in snack bar. (10 hours a week for 16 weeks)

• The manager will be required to work at the snack bar 10 hours a week for 16weeks in order to maintain cleanliness, stay in touch with needs of themembership.

• Oversee special food arrangements: food trucks, special dinner nights:

Meatball Mania Night ( Lillienne Cocklin), Burger Bar Night ( Dave Lafferty),Gourmet Dare Night - Dinner in a bag, Asian Delight ( Cary Fichtner-Vu),Spanish Tapas Night, Lobster Dinner Night ( Cary Fichtner-Vu)

• The manager will oversee Swim Meet snack bars for A and B and be paid by thehour. The manager will have flexibility in serving. % of the profit?

Cost involved in hiring a manager: $2000 over the typical cost of staff.

Hire staff as permanent employees and as subs. The policy has been to hire 20 +/-members. The returning employees are permanent and the subs are the newemployees2014 costs for $850 man hours at $7,800 +/-

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Wakefield Chapel Recreation AssociationBudget vs. Actuals: Budget - FY15 P&L

November 2014 - March 7 2015

Nov 2014 Dec 2014 Jan 2015 Feb 2015 Mar 2015 TOTAL

Actual Actual Actual Actual Actual Actual Budget over Budget

Income

50000 Membership Dues 0.00 0.00 0.00

Members Dues .225.00 850.00 1,075.00 201,825.00 -200,750.00

Membership Bond Purchases 0.00 23,750.00 -23,750.00

Membership Rental 0.00 3,500.00 -3,500.00

Military dues 0.00 8,925.00 -8,925.00

Tennis Court Bond Refund 0.00 0.00 0.00

Total 50000 Membership Dues 225.00 $ 850.00 $ 0.00 $ 0.00 $ 0.00 $ 1,075.00 238,000.00 -s 236,925.00

50100 Membership Fees 0.00 0.00 0.00

Convenience Fees 0.00 2,000.00 -2,000.00

Guest Fees 50.00 50.00 5,000.00 -4,950.00

Late Fees -62.00 -62.00 1,000.00 -1,062.00

Transfer Fees 0.00 0.00 0.00

Volunteer Donation 10.00 10.00 2,000.00 -1,990.00

Total 50100 Membership Fees $ 0.00 $ 60.00 $ 0.00 -$ 62.00 $ 0.00 -$ 2.00 $ 10,000.00 -$ 10,002.00

50200 SocialiRec 0.00 0.00 0.00

Activities 0.00 0.00 0.00

Activity Fees 200.00 200.00 0.00 200.00

Synergy Rental Income 391.80 391.80 1,500.00 -1,108.20

Total Activities 200.00 $ 391.80 $ 0.00 $ 0.00 $ 0.00 $ 591.80 $ 1,500.00 -$ 908.20

Social Fees 0.00 11,500.00 -11,500.00

Total 50200 SocialiRec $ 200.00 391.80 0.00 $ 0.00 $ 0.00 $ 591.80 $ 13,000.00 -$ 12,408.20

50300 Team Income 0.00 0.00 0.00

Dive Fees 0.00 4,000.00 -4,000.00

Swim Fees 0.00 49,000.00 -49,000.00

Tennis Fees 0.00 18,000.00 -18,000.00

Total 50300 Team Income $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 71,000.00 .s 71,000.00

50400 Snack Bar 0.00 0.00 0.00

Snack Bar Cards 0.00 2,000.00 -2,000.00

Snack Bar Other 0.00 20,000.00 -20,000.00

Total 50400 Snack Bar 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 22,000.00 -s 22,000.00

50600 Merchandise Sales 0.00 0.00 0.00

Total Income $ 425.00 $ 1,301.80 $ 0.00 -$ 62,00 $ 0,00 $ 1,664.80 $ 354,000.00 -$ 352,335.20

Gross Profit $ 425.00 $ 1,301.80 $ 0.00 -$ 62.00 $ 0.00 $ 1,664.80 $ 354,000.00 -$ 352,335.20

Expenses

60000 Operating Expenses 0.00 0.00 0.00

60100 Business Operations 0.00 0.00 0.00

Administrative Assistance 0.00 1,000.00 -1,000.00

Constant Contact 45.00 45.00 45.00 45.00 180.00 500.00 -320.00

Credit Card I Bank Fees 83.95 83.95 83.95 83.95 335.80 5,500.00 -5,164.20

Legal 0.00 5,000.00 -5,000.00

Payroll Processing 8.50 262.31 368.00 638.81 2,500.00 -1,861.19

Total 60100 Business Operations 137.45 $ 391.26 $ 128.95 $ 496.95 $ 0.00 $ 1,154.61 $ 14,500.00 -$ 13,345.39

60200 Membership 0.00 0.00 0.00

Membership Administration 0.00 0.00 0.00

Mailings and Postage 690.74 127.34 49.00 867.08 1,550.00 -682.92

Membership Assistance 0.00 1,500.00 -1,500.00

Supplies and Other 49.94 49.94 96.08 49.94 245.90 1,750.00 -1,504.10

Website Fee 450.00 450.00 450.00 0.00

Total Membership Administration 740.68 $ 177.28 $ 145.08 499.94 $ 0.00 $ 1,562.98 $ 5,250.00 -$ 3,687.02

Membership Bond Sales 0.00 23,750.00 -23,750.00

Total 60200 Membership 740.68 $ 177.28 $ 145.08 499.94 $ 0.00 $ 1,562.98 $ 29,000.00 -$ 27,437.02

60300 Operations Contract 0.00 0.00 0.00

Base Contract 8,104.90 8,104.90 16,209.80 75,000.00 -58,790.20

Supplies, Chemicals, other 300.00 300.00 15,000.00 -14,700.00

Total 60300 Operations Contract $ 0.00 $ 0.00 300.00 $ 8,104.90 $ 8,104.90 $ 16,509.80 $ 90,000.00 -$ 73,490,20

60400 Maintenance 0.00 0.00 0.00

Grounds 800.00 800.00 7,500.00 -6,700.00

Other Maintenance 225.00 981.84 1,206.84 5,500.00 -4,293.16

Total 60400 Maintenance 0.00 $ 800.00 0.00 225.00 981.84 $ 2,006.84 $ 13,000.00 -$ 10,993.16

60500 Utilities 0.00 0.00 0.00

Electric 259.64 219.26 147.90 98.24 90.73 815.77 8,500.00 -7,684.23

Nov 2014 Dec 2014 Jan 2015 Feb 2015 Mar 2015 TOTAL

Actual Actual Actual Actual Actual Actual . Budget over BudgetSecurity 114.00 114.00 228.00 750.00 -522.00Telephone 152.97 155.13 149.43 155.84 613.37 1,750.00 -1,136.63Trash 575.01 278.82 278.32 1,132.15 2,500.00 -1,367.85Water 576.07 576.07 13,000.00 -12,423.93

Total 60500 Utilities 1,101.62 $ 950.46 $ 147.90 $ 640.49 524.89 $ 3,365.36 $ 26,500.00 -$ 23,134.6460600 Property Tax 4,087.82 4,087.82 8,000.00 -3,912.1860700 Insurance 0.00 8,000.00 -8,000.0060800 Team Expenses 0.00 0.00 0.00Dive Team 0.00 0.00 0.00Dive Other 0.00 3,500.00 -3,500.00Dive Salaries 0.00 0.00 0.00Dive EE Taxes 0.00 500.00 -500.00Dive ER Taxes 0.00 500.00 -500.00Dive Salary 0.00 4,500.00 -4,500.00

Total Dive Salaries $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 5,500.00 -$ 5,500.00Total Dive Team $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 9,000.00 -$ 9,000.00Swim Team 0.00 0.00 0.00Swim Team Other 0.00 27,000.00 -27,000.00Swim Team Overtime 0.00 2,000.00 -2,000.00Swim Team Salaries 0.00 0.00 0.00Swim Salary 1,327.06 1,327.06 24,000.00 -22,672.94Swim Team EE Taxes 109.94 109.94 2,500.00 -2,390.06Swim Team ER Taxes 126.03 126.03 2,500.00 -2,373.97

Total Swim Team Salaries 0.00 $ 1,563.03 0.00 0.00 0.00 $ 1,563.03 $ 29,000.00 -$ 27,436.97Total Swim Team 0.00 $ 1,563.03 0.00 0.00 0.00 $ 1,563.03 $ 58,000.00 -$ 56,436.97Tennis 0.00 0.00 0.00Tennis Other 0.00 18,500.00 -18,500.00Tennis Salaries 0.00 0.00 0.00Tennis EE Taxes 0.00 125.00 -125.00Tennis ER Taxes 0.00 125.00 -125.00Tennis Salary 0.00 1,750.00 -1,750.00

Total Tennis Salaries $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 2,000.00 -$ 2,000.00Total Tennis $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 20,500.00 -$ 20,500.00

Total 60800 Team Expenses $ 0.00 $ 1,563.03 $ 0.00 $ 0.00 $ 0.00 $ 1,563.03 $ 87,500.00 -$ 85,936.9760900 SociallRec Expenses 0.00 0.00 0.00Activities 0.00 1,000.00 ,1,000.00Social Expenses 0.00 0.00 0.00Social Guard Overtime 0.00 1,250.00 -1,250.00Social other 0.00 13,750.00 -13,750.00

Total Social Expenses $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 15,000.00 -$ 15,000.00Total 60900 SociallRec Expenses $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 16,000.00 -$ 16,000.0061000 Snack Bar Expenses 0.00 0.00 0.00Snack Bar Consumables 0.00 14,500.00 -14,500.00Snack Bar Salaries 0.00 0.00 0.00Snack Bar EE Taxes 0.00 500.00 -500.00Snack Bar ER Taxes 0.00 500.00 -500.00Snack Bar Salary 0.00 6,500.00 -6,500.00

Total Snack Bar Salaries $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 7,500.00 -$ 7,500.00Total 61000 Snack Bar Expenses $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 22,000.00 -$ 22,000.00

Total 60000 Operating Expenses $ 6,067.57 $ 3,882.03 $ 721.93 $ 9,967.28 $ 9,611.63 $ 30,250.44 $ 314,500.00 -$ 284,249.5665000 Improvements 0.00 0.00 0.00Diving Board (deleted) 0.00 0.00 0.00Facilities 0.00 10,500.00 -10,500.00Furniture 3,072.54 3,072.54 3,000.00 72.54Landscaping IHil1 Renovation 10,883.00 10,883.00 11,000.00 -117.00Pool 0.00 5,000.00 -5,000.00

Total 65000 Improvements $ 0.00 $ 0.00 $ 3,072.54 $ 10,883.00 $ 0.00 $ 13,955.54 $ 29,500.00 -$ 15,544.46Total Expenses $ 6,067.57 $ 3,882.03 $ 3,794.47 $ 20,850.28 $ 9,611.63 $ 44,205.98 $ 344,000.00 -$ 299,794.02Net Income -s 5,642.57 -$ 2,580.23 -$ 3,794.47 -$ 20,912.28 -$ 9,611.63 .$ 42,541.18 $ 10,000.00 .s 52,541.18

Saturday, Mar 07,201503:32:14 PM PST GMT-5- Accrual Basis