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Special Shareholders’ Meeting on February 9, 2010
 

CANCELLED

Due to the closure of Fairfax County Schools on February 9, the Poplar Heights Recreation Association's special shareholder meeting is cancelled.

We hope to reschedule the meeting and will send an update with the new meeting time and place as soon as possible. 

We apologize for any inconvenience.

Hunt Shipman
Secretary



At PHRA’s Annual meeting held October 20, 2009, a motion was approved by a margin of 181 in favor and 25 opposed, asking the board to present a project for shareholder approval no later than February 1, 2010. The project was, at a minimum, expected to include upgrading or modernizing the existing bathhouse fixtures and guard office at a cost not to exceed $150,000.

Since the annual meeting, the Board has solicited proposals from several contractors, held meetings with prospective bidders and had formal presentations from two reputable firms. At the January 19 board meeting, the board unanimously approved submission of a proposal from NVBlue, Inc. to the membership for approval.

A few facts about the project:

• It will provide new floor and wall tile, plumbing fixtures and showers in both bathrooms

• It will provide new tile, dry wall, and drop ceiling in the lobby/guard office

• It will provide new reception desk, front door and sliding door in lobby/guard office

• The recommended proposal is for $103,000, understanding that minor modifications or unforeseen issues may be in addition to this amount. The recommended proposal is significantly less than the $150,000 “limit” set by the shareholders

• It will NOT require an increase in association dues. Funds which have been accumulated for long-term renovations and repairs will be used for the project.

• The Association will maintain a minimum of $100,000 in reserves. This is the amount our current management company has stated would be adequate for the “most catastrophic” problems we could encounter mid-season.

• If approved at the February 9 Special Shareholders’ Meeting, the contractor will be able to commence work and has stated it will be completed in time for the pool to open in May.

• The project was approved unanimously by the Board at its January 19, 2010, monthly meeting.

Because the recommended bid was significantly less than anticipated, the Board is also seeking additional bids from the contractor for improvements to the kitchen area. The bylaws permit the board to approve repairs and improvements of less than $50,000. Under no circumstance would the kitchen project exceed this amount. If feasible, the board may approve renovations of the kitchen area to replace flooring, ceilings and remove the existing cabinets. Any information we receive on this additional project will be made available to the membership and open for discussion at the special shareholder meeting.

In the next few days, you should receive official notice of the special meeting, additional information about the project, and a proxy and self-addressed-stamped envelope to return your proxy if you cannot attend in person.
 
If you have questions, feel free to PHRA President Dave Yensen (dyensen@aol.com or 703-532-3371) or PHRA Vice President Barbara Mayer (barbaramayer@cox.net or 703-371-7854).


Pool House Modernization Bid Documents

Posted below are two documents for your review regarding the PHRA bathhouse renovation.  The first is a document developed by the Board which outlined the scope of the project we were asking companies to bid on.  The second document is the response from NVBlu, the recommended bidder. 

A subcommittee of the Board has been established to work with NVBlu on the project, if approved, to address details and design issues which are inevitable with such projects.

Scope Document (pdf)

Bid Response (pdf)


DRAFT MEETING MINUTES

The following are the draft minutes from the Jan 19 Board meeting.  

These haven’t been approved, and while they are labeled draft, we’re posting them prior to approval so the membership can see the full debate which has occurred with the Board in advance of the special meeting.

Poplar Heights Recreation Association
Board of Directors Meeting
January 19, 2010

The Board of Directors of the Poplar Heights Recreation Association met for its monthly meeting on January 19, 2010, at the library of Shrevewood Elementary School. Steve Lester, Brad Mills, Chris Cook, Liana Alvarez, Owen Eldridge, Kris Walker, Wade Little, Daren Coppock, Neal Scherer, Hunt Shipman, Grace Clark and Barbara Mayer were present. Dave Yensen was absent.

Barbara Mayer called the meeting to order at 7:32 p.m.  Jack Crowder, President of NVBlue, was introduced and he presented his company’s proposal for renovation of the clubhouse.  The following dialogue reflects questions and answers posed by board members regarding the proposal:

Q:  Will the project require a permit?

A:  The replacement of surfaces does not.  If the proposal to add an electric outlet is included, a permit would be needed, which should not be significant.

Q:  Would there be savings from adding the ADA bathroom at the same time as the other work?

A:  No, the projects are not connected and the prices for each are separate.

Q: Should we consider adding ceiling or exhaust fans?

A: The space is too large for an exhaust fan to be effective.  Ceiling fans could be added for air movement.

Q: What type of water piping would be used?

A: Copper, the same as is currently in place.

Q: What would the impact be to delaying the project until Fall?

A:  Costs are likely to increase as the economy improves, subcontractors are beginning to take on more work and their costs could also rise.

Q:  Of what material will the toilet stalls be made?

A:  Solid PVC, with stainless steel fasteners. 

Q: What is the impact of recessing shower lines in the wall?

A: The recessing of water lines would have no structural impact.  Drains will be added near the floor to facilitate winterizing and avoid frozen/burst pipes.  It would add greatly to a “clean look” to the shower.

There being no further questions, Mr. Crowder left the meeting.

The minutes from the December 2009 board meeting were discussed, those who offered seconds to motions were noted, and the minutes were approved on motion offered by Barbara Mayer and seconded by Daren Coppock.  The motion was approved. Steve Lester and Grace Clark abstained.

The minutes from the November 2009 board meeting were presented for approval.  A motion to accept the minutes was offered by Barbara Mayer and seconded by Chris Cook.  The motion was approved.  Kris Walker, Liana Alvarez and Steve Lester abstained.   

Greg Smith from Greg Smith Company arrived at the meeting.  He gave a presentation on his company’s proposal for renovation of the clubhouse.  The following dialogue reflects questions and answers posed by board members regarding the proposal:
 

Q:  Will the project require a permit?

A:  The replacement of surfaces does not. 

Q:  Of what material will the toilet stall partitions be made?

A:  A solid plastic material with stainless steel fasteners.

Q: The proposal includes adding ceiling fans.  What purpose would they serve?

A:  The fans would provide for air circulation in each bathroom.

Q:  Does this proposal include recessing the water lines for the shower in the wall?

A:  No.  The water lines would remain mounted on the surface.

Q:  How long will the project take?

A:  Approximately 60 days. 

There being no further questions, Mr. Smith left the meeting.

Discussion was held on the two proposals.  It was generally agreed that the proposal from NVBlue was more thorough and Mr. Crowder had demonstrated more experience in pool bathhouse renovations.  The significant difference in price was also discussed, with the Greg Smith Company proposal being about 30% more than the NVBlue proposal.

Kris Walker observed that it would be unfortunate to conduct this amount of renovation and do nothing to address the kitchen.  It was discussed that there were several options for addressing the kitchen at this time, including having the winning bidder remove all existing surfaces and replace them with similar ceiling and tile as is being proposed for the rest of the building.  Cabinetry and other items could be replaced at a later date.  The need to replace the current door and service window in the kitchen was discussed as a way to prevent mice and other pests from taking over whenever the kitchen is renovated.

Discussion was held on the likely need to replace the electrical panel in the guard office.  One of the proposals received included this as an option and there was general consensus that this was likely a wise investment.

There was discussion of the finances of the Association and any impact this project may have on them.  Board members were reminded of the conversations with NV Pools about an adequate reserve amount needed for mid-season problems, which was $100,000.  The original motion approved at the annual meeting to have the board consider a renovation project not to exceed $150,000 was done with the intent that adequate reserve funds would remain.  The bids received would ensure that ample reserve funds would remain and could allow for some kitchen renovations to occur as well.

The additional honorary memberships expected to be available this year would provide additional revenue that was not realized in years past.

Barbara Mayer offered a motion to present the the bid from NVBlue, Inc. to the membership for approval based on NVBlue’s experience in pool clubhouse renovations and the significant savings that their bid represented over the other received.  Wade Little offered a second to the motion and it was approved unanimously.

Discussion was held on requesting a bid from NVBlue, Inc. for replacement of the ceiling, floor tile, sliding door, service window, lighting in the kitchen and the electric panel in the guard office.  It was agreed that Barbara Mayer would ask Mr. Crowder for a bid on these items.  If it could be obtained in time for presentation to the membership at the special meeting, it would be.  Discussion was also held that board members were not interested in spending more than about $15,000 on the kitchen.  It was observed that under Article VII, Section 11 of the Association Bylaws, the board could approve projects less than $50,000.  It was agreed that the potential renovation of the kitchen would be included in all communications about the special meeting and clubhouse renovation.  Only if bids could not be obtained in a timely way, would use of the board’s authority occur. 

A copy of the amendment to Article I, Section 3 of the PHRA bylaws was presented for second reading.  The amendment would remove the age limitation for those to whom the Board may offer honorary membership and would decrease the number of years a member would have to be a member to qualify from 25 years to 20 years.  There being no further discussion, Barbara Mayer offered a motion to approve the amendment.  Wade Little offered a second to the motion, which passed unanimously.

A draft of the audited financial statement had been circulated by email previously.  Discussion was held.  Steve Lester observed that Note 5 regarding reserves was not accurate.  The Association has evaluated future maintenance needs and does reserve funds for that purpose.  Steve and Owen Eldridge will discuss this matter with Shari Kane and develop a new paragraph that is more accurate.  This issue will be discussed at the next meeting of the Board.

The financial statement also includes the value of each share, which is used for share sales in the coming year.  The statement values each share at $1,380.  Barbara Mayer offered a motion to set the 2010 share price at $1,380.  Hunt Shipman offered a second to the motion, which passed unanimously.

There was discussion about communicating with those on the waiting list.  Board members discussed when was the proper time to conduct such communications, as well as whether it should be done in via email or a letter.  There was general consensus that we should communicate with those on the waiting list.  There was discussion about the mailing date of invoices and how timing of when the total number of rental shares will be available (depending on the acceptance rate of honorary memberships and other factors).  Shari Kane has indicated that invoices for 2010 should be ready by mid to late February.  A board member observed that we have typically included the invoices as a part of the Splash newsletter.  It was agreed that these issues will be further discussed at a future Board Meeting.

 There being no further business, Barbara Mayer moved to adjourn.  Chris Cook offered a second to the motion, which passed unanimously.