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Wakefield Chapel Recreation Association – Monthly Board Meeting Thursday, December 20, 2018

FCPS Sprague Center Meeting Start: 7:00pm Meeting Stop: 7:32pm WCRA BOARD in attendance: Danny Heltzel (President), Kris Anderson (Secretary / Swim Rep), Brad Otto (Long-Range), Kyle Durbin (Treasurer / Swim Rep), Kim Marshall (Treasurer- elect), Tim Chobot (IT) Members: none Called to Order: 7:00pm President’s Opening: Danny opened and chaired the meeting, welcomed attendees. Secretary:

1. Motion to approve the minutes from the 10.18.18 meeting and from the 11.29.18 Annual meeting, Seconded, unanimously Approved.

2. Member-wide email to go out on 1.2.19 with: a. Happy New Year message b. Membership message c. Open volunteer opportunities list d. Board contact information

Vice-President for Operations:

1. In contact with Fairfax Water because the main valve from the road to the pool is not working properly; they need to send out a crew to replace/repair it – no cost to WCRA.

2. Repairing neighbor’s fence from pool tree damage 3. Brad and I cleared out some dead trees and I would like to hire crew to help clear brush and

vines but not sure how/who yet. 4. Questions:

I will be meeting a landscaping company to get quotes and ideas on how to update the grounds. I am envisioning a multiple year process where we focus on different areas each year such as between the pool fence and parking lot, the hill behind the tennis court, areas around the tennis pavilion, etc. Landscaping can be pricey, and some sections will be drastically more or less than others – looking for Board input on how we should budget for this or if we should forget it and keep things the way they are. I personally think we are due for an update and the members will appreciate it. I also wanted to know Board thoughts on what section to focus on first, so I can tell them ... assuming we want to proceed.

5. I casually mentioned to Brad and Danny about possibly asking some high school kids on Epinard Street to clear leaves.

Director for Long Range Planning: 1. New pool sign project:

a. parallel to the road for one side printing ($3,000), lit from front or b. two-sided sign perpendicular to the road ($4,800), lit on both sides

2. Suggest landscaping sign/road area first to complement the sign 3. Tennis court resurfacing – one quote so far for $13,233 to repair, resurface and repaint but do

not recommend switching the lights over to LEDs (doesn’t make sense for a court not in year-round use); Motion to proceed with best bid up to $14,000; Seconded; Approved unanimously.

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4. Reaching out to bids to complete a reserve study.

Director for Membership: 1. 478 bonded members, 22 temporary members, 20 military members 2. 13 bonds on sale list as of November 2018 – current timeline is 4-6 months to sell bond 3. One question - does the board want to send out a New Year's message with news and reminder

of the early bird rate? If there isn't news, I can have a message sent out just about membership rates.

4. Will send a reminder that membership opens for annual dues on January 1 a. early bird discounted price of $450 through February b. regular dues of $475 March and April c. late fees go into effect on May 2, 2019

Treasurer:

1. Balance sheet and Budget to Actuals reports through 12.20.18. 2. Bank Relationship Manager to attend February meeting to update signature cards with new

Board Members 3. Working on the Form 990 tax filing ahead of the March 15th due date. 4. Motion to move $12,000 from Snack Bar account - $6,000 to Swim, $6,000 to Main; Seconded;

Approved unanimously. Director for Social Activities:

1. Beginning to plan for 2019. Swim Representative:

1. NVSL Seeding meeting is scheduled for Sunday, Feb 24th – will learn Division assignment for 2019 then.

2. Invitations to apply for Swim Team Assistant and Lane coaches to go out next week, with applications due by Monday, 1.21.19, for review by the Swim Team hiring committee.

Dive Representative: No Report. Tennis Representative:

1. In talks with uses A+ Tennis from George Mason University to run the Juniors program, and possibly the Adult program.

Snack Bar: No Report. IT Representative:

1. Please reach-out for account updates or set-ups Old Business: New Business: Announcements: Adjournment: 7:32pm