Overlee Community Association
Annual Membership Meeting Minutes
2/15/12
The meeting was called to order at 7:34PM at Dominion Hills’s Clubhouse.
Board members attending: Lisa Ortmayer, Mary Bohan, Jim Mountain, Megan McMorrow, Dunia Pasternak, Maureen McManus, John Polise, Mike Maleski, Deb Hay, Andrew Schneider. Committee members and others present: Chris Tai, Greg York, Bob Schrider, Cynthia Hofteizer, and Harry Braswell. Approximately 50 persons were present.
Mary Bohan lead meeting:
Subjects for the meeting were board elections, the Overlee renovation project, and the next year’s budget. A quorum was established having at least 30 members present.
Elections results were announced with 5 openings and 5 elected. Persons elected for open positions were: Chris Flynn, Liz Shipley, and Kevan Emmott. Returning board members elected were Jim Mountain and John Cocker.
Member questions were posed and responded to at various times throughout the evening.
Chris Tai then presented on renovation plans and introduced Harry Braswell, our general contractor. Chris reviewed the site plan drawing noting three 1 meter diving boards, placement of the future slide, the social pool with spray jets and beach entry, unchanged bath house and lap pool, baby pool, main 8 lane pool, volleyball court placement, a general shift toward Lee Highway and efforts to preserve most trees. Chris stated that we would have a main pool this summer in early June but that the permit process slowed progress considerably. The clubhouse would be ready around mid-July. A meeting with Arlington County this Friday was to be held and held promise for permits, etc. He expected full permits by Friday for the clubhouse and pool and that the next challenge would be addressing revisions to the original plans.
Harry Braswell then discussed and answered questions on the project. He discussed contract specifics and strategies such as overtime and weekend work to meet deadlines. Harry discussed risks on meeting deadlines including obtaining permits and utility work. He said soil concerns prior to work had been resolved. Harry was excused at 8:10PM.
Chris Tai covered Arlington County permit history including infrastructure hurdles and what a challenging process it was. Mary recapped the easement process and the fact that we hired permit expediters to move the process along.
Mary then cited original budget with plans as we hired the pool contractor then the general contractor (GC). She stated that the project estimate was now $3.5 million after extensive value engineering and project deferrals. Chris noted rising material costs and other factors increased project costs. Mary noted our positive financing and relationship with Virginia Commerce Bank Mary said that we had donated clubhouse items to the Arlington Historical Society and the Arlington Library and that we would reuse some building materials. Mary spoke of contingency plans such as contact with Yorktown High School for swim/dive/synchro use and that we would talk with other pools as needed. She stated design and insurance reasons for no high dive, no play ground and that a deferred new slide would cost $80,000. Greg pointed out that there had been numerous slide “saves” and that it would be good to see the new pool in operation for planning a future slide. Mary thanked Greg for all of his work on this transition including training and input. Mary noted social space needed for tables and grills. Early extended season was unlikely given construction concerns.
Then, Deb Hay presented the proposed budget with slides. She covered immediate and long-term considerations, payment for renovations, the operating budget, and the budget summary. A motion was made to accept the budget which was then seconded and unanimously approved.
The meeting was adjourned at 9:03PM.