Annual Membership Meeting 63rdFEBRUARY 6, PM THE CHURCH OF THE BRETHREN

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1 Annual Membership Meeting 63rdFEBRUARY 6, PM THE CHURCH OF THE BRETHREN President's letter Agenda The 63rd Annual Membership Meeting will be held at the Dominion Hills community house on Wednesday, February 6, 2019, at 7 p.m. Please mark the date and plan on attending, because we want your input, and we require a quorum of 30 memberships to hold and conduct business at the meeting. The meeting will not be lengthy, but we will elect Board members, approve the budget, update accomplishments from this past year, and listen to your thoughts for the coming year. Our swim and dive teams had exciting seasons in 2018 and provided great experiences for younger members and their families. The pool had a full slate of enjoyable activities throughout the summer. None of this would have been possible without the generous contributions of time and energy from many of our members. We are grateful to you all. The Board has been busy making improvements and planning for more. We overhauled our website and created an electronic portal so you can update your family s information and make payments online. We are working to renovate the restroom and Community House and are actively prioritizing the repairs and upkeep on other parts of our facility. We thank you for your support, understanding, and patience as we continue electronic as well as brick and mortar improvements. Please make arrangements to join in this important annual meeting. We look forward to seeing you, but if you are not able to be there in person, please use the absentee ballot in this packet to vote by mail or . The ballot is also available at Please vote for up to 6 members this year. As in other elections, your vote matters. I look forward to seeing you on February 6, 2019, at 7pm. Best wishes, Scott Christensen President 300 This year's annual meeting will take place at The Church of the Brethren N Montague St, Arlington, VA Call to Order Remarks, Scott Christensen, President 2. Minutes of the 62nd Annual Membership Meeting ( ) Presentation and Acceptance Mary Jane Klingelhofer, Secretary 3. Membership Report Julie Jernigan, Membership Recorder 4. Treasurer s Report Acceptance of Auditor s Review Matt Long, Treasurer 5. Budget Committee Report Approval of the Budget Matt Long, Treasurer 6. Nominating Committee Report Stephen Nix, Chair Nominations from the Floor Scott Christensen, President 7. Election of SIX (6) Board Members Mary Jane Klingelhofer, Secretary 8. Pool Manager Report John Aldonas,Manager 9. Selected Committee Reports Facilities & Construction, Mike McMahon Includes discussion, Q&A, and a vote Long Term Planning, Rich Engel, Chair Water Sports, Jennifer Smith, Dennis LeNard, Co-Chairs 10. Board of Directors Election Results Stephen Nix, Chair Mary Jane Klingelhofer, Secretary 11. Other Items of Old and New Business Member Suggestions and Other 12. Informal Items Scott Christensen, President 13. Adjournment Scott Christensen, President Dominion Hills Area Recreation Association 1

2 2019 Board of Directors Candidates Christian Beckner My name is Christian Beckner, and I am seeking your support to serve on the Board of Directors for DHARA. My wife Carly Kelly and I have been members of the Dominion Hills pool since we bought our first house together in Madison Manor in 2006, and over the past twelve years the pool has been a major part of our Arlington summers. Our son Colin (10) and daughter Cayleigh (7) have been swimming at the pool since they were babies, and both now compete on the Dominion Hills Warriors swim team. If elected, I would be focused on thoughtfully managing current resources and member dues while making sure that we are making the investments that will make the pool attractive to newer and future generations of DHARA members. I would be committed to ensuring that the Board focuses its attention on high-priority issues, including current and future capital improvement projects. In terms of my professional experience, I currently work at the National Retail Federation in a role where I lead our technology and cybersecurity member programs, and previously worked in leadership positions at a George Washington University-based think tank and on a Senate committee staff. I would draw upon a variety of skills developed in these roles to support my work as a Board member, including strategic planning, budget review, website management, and public communications. I hope to earn your vote for Board member. If you have any questions about my candidacy, please feel free to write me at cbeckner@gmail.com. Louis Finkel As a Bluemont resident, husband, and father of two young boys, I cherish our community and all it offers. From the moment we moved to the neighborhood 10 years ago, my family patiently waited on to join DHARA, securing month long rentals while on the waiting list. As a full member for the last 7 years, we have enjoyed the spirit of community, comradery, and friendship that DHARA offers. And It would be my honor to continue to serve on our board. DHARA is an amazing place, with a strong sense of community and wonderful facilities. However, at the same time, I believe we have an amazing opportunity in front of us to realize the true potential of DHARA by expanding our recreational offering and fully utilizing our amazing facilities. I put myself forward now to serve on the DHARA board because I feel I can make a positive contribution. Any board should serve as the voice of the membership, working to represent and advance the interests of the membership. As the board and membership progress through a period of transition, I embrace the opportunity to serve the community to bring forward fresh thoughts and creative thinking for the challenges we face today and opportunities we will have in the future. Suzanne Garwood Hi! My name is Suzanne Garwood and a proud member of the Dominion Hills Pool. Although you may not recognize me, I m sure that you have seen my kids, Connor and Sloane, around the pool. Both of them have Down syndrome and Connor is a huge fan of the basketball net! And we all enjoy the movie nights! When we aren t at the pool, I work as in house counsel at a bank and my husband, Chase, works for the government. At present, I sit on three boards (although I m rolling off of two of them next year!), one of which is Doorways, an Arlington non-profit that assists women and families facing homeless and domestic violence. Over my years of board service, I ve had the opportunity to serve as President and General Counsel and have a great deal of experience managing nonprofit boards. I would look forward to sharing my experience with fellow board members and helping to manage Dominion Hills to its fullest potential and for the best experience for our members. 2 Dominion Hills Area Recreation Association

3 Michael McMahon My family and I have been members of DHARA for the past 12 years. As members we ve thoroughly enjoyed spending countless summer days lounging by the pool, playing with our kids and chatting with friends and neighbors. Both of our children are also active members of the swim team. Three years ago I decided to run for the DHARA board because I felt there was an opportunity to improve transparency between the board and members. I started the DHARA Facebook page to establish a forum for real and unfiltered member comments and feedback. Facebook is now an official communication tool for DHARA and is actively used by the board and many members of the DHARA community. For the past year, I have led the facilities committee which is currently overseeing several important capital projects. Two high profile projects include the renovation of our bathhouse and improved ADA access to the community room. Both of these projects have seen significant forward progress. With the help of my fellow board members, we look forward to seeing them to completion in the near future. If re-elected, I will continue to focus on efforts to improve communication between the board and the membership. I will also continue to drive needed capital improvements for the long term health, safety and enjoyment of DHARA families and guests. Nathan McQueen Nathan McQueen and family have been happy poolgoers since moving to Virginia in Nathan is ready to step up and contribute on the Board and lend his program management talents to the important initiatives ongoing at DHARA. Please vote for 6 members. The candidate receiving the fewest votes will have the opportunity to serve the final one year of a position vacated by a Board member. Carrie Perry I am submitting my name for consideration to serve on the Dominion Hills Recreation Association Board of Directors. My family and I have been members of Dominion Hills for a number of years and I would like to serve our shared community in a more formal capacity. There are exciting changes taking place at Dominion Hills in the coming years that require thoughtful planning and oversight. We all derive great enjoyment from Dominion Hills, and it is a valuable asset that we should all want to improve and protect. Since moving to our area in 2010 I have volunteered consistently. I have co-chaired the last two auctions at my children s local elementary school that raises funds for the parent teacher association (PTA). This sizable task requires finding common ground with a wide range of stakeholders and making financial choices to maximize both the auction experience and PTA contributions. Additionally, I teach Sunday School and volunteer at our church. Professionally, I work in government affairs where I engage with officials on a variety of public policy and project issues. My professional experience requires me to be a consensus builder and bridge divides, skills which would serve our Board well if I am fortunate enough to serve. To the ballot Dominion Hills Area Recreation Association 3

4 2019 Board of Directors Voting instructions You may cast your vote by written ballot while present at the time set for voting after nominations are closed at the 7pm Wednesday, February 6, 2019, Annual Membership Meeting. OR You may cast your vote prior to the Annual Membership Meeting if it is received by DHARA no later than 6pm, Tuesday, February 5, 2019, by either: First Class mail to to DHARA Elections P.O. Box 5643 Arlington, VA DHARA membership # Your vote won't count without it! To insure privacy, membership numbers will be separated from ballots before votes are counted. One vote per membership in good standing. To insure privacy, membership numbers will be separated from ballots before votes are counted. Ballot Candidates statements are included in these Annual Meeting documents. Please mark your choice(s) in the boxes to the right. Please vote for 6 members. The candidate receiving the fewest votes will have the opportunity to serve the final one year of a position vacated by a Board member. I authorize this ballot for the 2019 DHARA Board of Directors election. Christian Beckner Louis Finkel Suzanne Garwood Michael McMahon Nathan McQueen Carrie Perry 4 Dominion Hills Area Recreation Association

5 Ballot for Additional Capital Improvement Funding Voting instructions You may cast your vote by written ballot while present at the time set for voting after nominations are closed at the 7pm Wednesday, February 6, 2019, Annual Membership Meeting. OR You may cast your vote prior to the Annual Membership Meeting if it is received by DHARA no later than 6pm, Tuesday, February 5, 2019, by either: First Class mail to to DHARA Elections P.O. Box 5643 Arlington, VA DHARA membership # Your vote won't count without it! To insure privacy, membership numbers will be separated from ballots before votes are counted. One vote per membership in good standing. The board is requesting membership authorization for an additional $65,000 in funds for the community house and bath house capital improvement project. This additional funding increases the total budgeted amount to $685,000 (from $620,000). Background In late 2017, the board was actively engaged in the process toward making necessary improvements to the community house and bath houses. The membership voted on the high-level design proposal and funding for these important renovations in April In November 2018, bids for the work came in substantially higher than our original estimates from late 2017, due to significant increases in construction costs over the past 18 months. The board worked with the winning contractor to reduce costs so we could proceed with the project. However, we now have no budget remaining to cover unexpected expenses that could come up during the construction process. The additional funding the board is requesting will allow us to add back some items currently removed from the project and also provide flexibility to respond to unknown expenses. At the annual meeting, we will review progress made on this project since April's membership meeting, including inspections, permitting, and the bid process results. We'll also share the latest project schedule to allow work to be completed by the beginning of the pool season. Please feel free to come with questions. For more project information, visit the Dominion Hills website at To insure privacy, membership numbers will be separated from ballots before votes are counted. Ballot Please mark your choice in the boxes to the right. I authorize an additional $65,000 in funds for the community house and bath house capital improvement project. Yes No Dominion Hills Area Recreation Association 5

6 Egress Restrooms 6 Dominion Hills Area Recreation Association

7 INCOME Dominion Hills Area Recreation Association FY Estimated 2019 Actual vs. Budget and FY 2020 Proposed Budget (FY 2020 is 3/1/19 thru 2/28/20) Estimated Estimated Proposed FY 2019 FY 2019 FY 2019 FY 2020 Actual Budget Variance Budget Childcare Provider Registration $1,200 $1,500 ($300) $1,200 Community House Rentals $13,455 $15,000 ($1,545) $10,000 Emeritus Member Contributions $2,345 $2,345 $0 $2,730 Guest Passes $11,284 $11,500 ($216) $11,300 Inscoe Rental Property $26,534 $26,500 $34 $27,000 Late Fees $5,350 $3,800 $1,550 $4,000 Member Contributions $360,325 $362,500 ($2,175) $425,000 Membership Events $1,000 $2,500 ($1,500) $2,000 Membership Waiting List $2,200 $2,750 ($550) $2,000 Misc. Receipts $2,550 $750 $1,800 $750 Summer Rental Fees $13,625 $13,125 $500 $14,000 Summer Water Sports Programs $32,849 $28,000 $4,849 $30,000 Swim Lessons $8,240 $11,500 ($3,260) $8,500 Vending Machine Income $0 $500 ($500) $0 Winter Swim Program $19,130 $26,000 ($6,870) $18,000 Total Income $500,087 $508,270 ($8,183) $556,480 EXPENSE Accounting Services $5,098 $6,000 ($902) $4,500 Bookkeeping & Bank Charges $12,740 $12,500 $240 $13,050 Facility Improvements $26,136 $25,000 $1,136 $0 Capital Contributions $0 $0 $0 $25,000 Casual Labor $0 $500 ($500) $0 Computer Services/Supplies $1,461 $1,000 $461 $4,500 Contingency Expense $10,000 $6,000 $4,000 $6,000 Summer Water Sports Programs $27,977 $28,000 ($23) $28,000 Goodlett Scholarship Fund $1,000 $1,000 $0 $1,000 Inscoe Maintenance $1,798 $5,000 ($3,203) $4,000 Insurance $32,377 $30,800 $1,577 $30,000 Landscaping $13,200 $13,250 ($50) $12,500 Legal $75 $1,500 ($1,425) $500 License/Inspections $1,191 $1,200 ($9) $1,200 >>>(continued on reverse) Dominion Hills Area Recreation Association 7

8 Dominion Hills Area Recreation Association FY Estimated 2019 Actual vs. Budget and FY 2020 Proposed Budget (FY 2020 is 3/1/19 thru 2/28/20) Estimated Estimated Proposed FY 2019 FY 2019 FY 2019 FY 2020 Actual Budget Variance Budget EXPENSE (continued) Loan Repayment $0 $0 $0 $50,000 Maintenance Repairs and Supplies $8,436 $13,000 ($4,564) $10,000 Membership Events Expense $2,643 $3,000 ($357) $3,000 Office Supplies $1,324 $1,120 $204 $1,000 Other Administration $564 $150 $414 $180 Payroll Taxes $15,494 $15,000 $494 $15,000 Pool Chemicals/Supplies $14,208 $16,000 ($1,792) $13,000 Pool Equip/Maintenance $28,645 $25,000 $3,645 $35,000 Pool Manager Events $6,164 $5,500 $664 $6,000 Postage $1,052 $1,000 $52 $300 Printing/Copying $2,420 $3,000 ($580) $1,500 Real Estate Taxes $53,955 $48,750 $5,205 $56,000 Salaries and Wages - Staff $43,930 $44,000 ($70) $45,000 Salaries and Wages - Coaches $31,657 $35,000 ($3,344) $34,000 Salaries and Wages - Pool Personel $90,901 $96,000 ($5,099) $91,000 Swim Education $756 $2,000 ($1,244) $1,000 Telephone $7,979 $7,000 $979 $8,050 Utilities - Electricity $10,398 $8,800 $1,598 $10,500 Utilities - Gas $6,525 $7,500 ($975) $7,000 Utilities - Trash Removal $9,392 $8,400 $992 $10,700 Utilities - Water $9,444 $10,300 ($857) $10,000 Winter Swim Program $15,784 $26,000 ($10,217) $18,000 Total Expense $494,721 $508,270 ($13,549) $556,480 Operating Income $5,366 $0 $5,366 $0 BUDGET INCLUDES A DUES INCREASE: Previous Year Upcoming Year Increase Regular Membership Dues $725 $850 $125 Emeritus Membership Dues $335 $390 $55 8 Dominion Hills Area Recreation Association