Fanny Chapman Pool Board Meeting

FANNY CHAPMAN BOARD OF MANAGERS MINUTES OF THE MEETING JULY 24, 2023 The meeting was called to order by Brian Lange at 7:02 P.M. Present were Brian Lange, Robert Purdy, Rebecca Masters, Dave Ricci, Ed Walsh, and Alan Krach. Also present were Doylestown Borough Liaison, Caroline Brinker, Pool Manager, Drew Sterner, Swim Team Parents Association representative, Sherry Petrakis, and visiting from Doylestown Borough Council, Jack O’Brien. Absent were Bob Shaffer, Lori Howard, and Amy Parenti. APPROVAL OF THE MINUTES The minutes of the June 26, 2023 minutes were reviewed. Ed made a motion to approve the minutes, the motion was seconded by Dave, and the minutes were approved unanimously. FINANCE - AL & BRIAN The Board reviewed invoices totaling $13,333.35. Al noted the purchases were for pool supplies, chemicals, and routine seasonal operational needs. Al made a motion to approve the payment of the invoices, the motion was seconded by Rob, and the motion was approved unanimously. Rob reviewed his past presentations regarding donations to the pool, memorials, bequests and gifts. Rob stated there should be a designation as to where and how all the funds received could be spent, an unrestrictive fund which could be used by the Board as is needed for necessary capital expenditures, and a restricted fund, where the money could be used specific purposes such as membership or swim lesson assistance for another specific purpose. Rob addressed how to recognize the various levels of donations suggesting a tiered system using various swimming or fish designations, or a more traditional system of recognizing donations. The Board agreed that a tiered system using Platinum ($20,000), Gold ($10,000), Silver ($5,000), and Bronze ($1,000) and establishing a recognition board located in an area of the pool which would provide maximum visibility to all Pool Members. OPERATIONS - AL & ROB Drew reported generally Pool operations this summer have been going smoothly, yes, some things have broken, but those repairs have been completed, gratefully, fingers crossed, there have been no major breakdowns. Caroline reported that the annual Borough Risk Management Inspection had been conducted by Delaware Valley Trusts and reviewed their report regarding their findings involving Fanny Chapman. Caroline indicated that the concrete cracks in the filter room and a leaking backwash valve observed last year had been corrected, and that new observations included a wooden beam in the parking lot had deteriorated, several beams have already been removed and the parking lot remains a work in progress, that various no diving stencils located around the pool deck had faded, they are to be re-stenciled, that the name of the chemicals contained in the chlorine storage tank was not present, Drew indicated that all signage around is currently present in and around the filter room, that a leak was found in the hot water heater in the basement, the repair was scheduled, and that there is a large pothole in the macadam driveway, Caroline indicated the Borough will address the issue. The life preserver ring floating in the Borough Pond was not the property of the pool. Rob comment that the inspector, Linda Poole Wolf, had been diligent in her work and had been pleasant in the dealings while conducting her inspections. PROGRAMS - LORI & BECKI Pool activities have been operating smoothly this summer and no changes are currently necessary. PERSONNEL - ROB & ED Drew indicated he would cover any personnel issues during his report including the staff’s hour comparison between this and last year. PUBLICITY/MARKETING - AMY & DAVE Caroline in a follow-up to last month’s discussion indicated she spoke to the Borough’s Facebook consultant and they don’t have an event coordinator and they do not have any stringent rules in regard to their Facebook page. Dave indicated that there would be a third article regarding the pool in the September issue of The Cardinal. LONG RANGE PLANNING - BOB & AL Al indicated there remains several items on the wish list and other items which the Board will have to determine if they should be moved onto the needs to be done list as part of the new budget which will be voted on in the upcoming months. Items discussed over the last year include the construction of a possible swale at the top of the upper pool to divert run-off following heavy rains, the resurfacing of the floor of the original pool (how had the partial patches held up during this summer), the replacement of the gutter system around the original pool, the replacement or repainting of the flag pole, addressing the possible replacement of the sewer line across the side yard which was clogged last summer and repaired at that time (certainly there must be a camera line run through the pipe to determine the condition of the entire sewer line), the possible addition of an eight lane to the upper pool and the construction of benching into the hill above the upper pool. Discussion regarding the upgrade of the pool WIFI and computer capacity seems most necessary and must find a place on the new budget for next year. MEMBERSHIP/RULES - ED& BECKI The committee reports that the rules remain unchanged, and they foresee no changes at this time as the season is now well underway and are experiencing no critical issues. 100TH ANNIVERSARY CELEBRATION Rob suggested that the committee should get together and meet to start discussions on what is still in the future, but that future is approaching and the thought process needs to start to take shape. POOL MANAGER’S REPORT - DREW Drew informed the Board that the Fanny Chapman Swim and Dive Team had concluded their 2023 season undefeated and won the league championship. Drew reviewed the chart of the staff hours and pay comparisons chart for the years 2022 and 2023, he noted that while the total hours are down this year, staff pay has gone up a little, this is due to pay rate increases which had been budgeted for by the Board in an attempt to keep existing staff and hopefully as an incentive for new staff. Drew indicated that the pay incentive offered to guards who worked over 30 hours in a week had been met been met by six guards. Drew reminded Board members that the last day for lessons is August 4 th, and they will conclude with a circus themed Fun Day. Drew also reported that the Masters Swim Program had been a success with approximately 20 swimmers participating on any given day. Drew provided a Revenue Report for the period between February 28 th and July 19th, and was pleased to report that to date, $624,364.00 had been collected. Drew indicated that on August 10th, from 6:00 to 9:00 there will be a staff celebration, dining will be provided at a cost previously approved by the Board. As usual, once senior staff goes back to school, staffing issues will occur, however Drew thought there would be enough staff to cover the pool. Drew reiterated that after the pool closes, the sewer line issue needs to be addressed, a determination needs to be made as to who is responsible to make any repairs and who should make the camera inspection of the sewer line, and should the line be replaced. In addition, Drew reported that a parent had a question in regard to rest room gender use, Caroline indicated that she and John Davis are to discuss the matter with the Borough Solicitor and an update will be provided at a future Board meeting. Drew reported as required by the Board of Health, Flow meters had been installed on the pool’s 3 largest pools. Drew reported observing some serious flaking of pool paint in the main pool and at some point in time the surface will need water blasted before new paint is applied. In addition, Drew reported that the water fountain at the upper pool needs to be repaired. Caroline indicated the Borough still keeps an eye on the parking lot and when necessary, they come in and fill potholes along with anything else that is necessary. Drew suggested some thought should be given by the Board to accessing activity fees as a way to provide say swim lessons even after general memberships have been closed. Drew told the Board he would be submitting suggestions as to what is needed for the pool to be included in next year’s budget, some of the requests will be routine such as tables, chairs, and umbrellas, an additional storage shed will need to be coordinated with the swim and dive parents as to their needs. Drew addressed the pool’s internet infrastructure, is a consultant needed, the network is inadequate to meet demands, the office has no air conditioning and may be too hot for any new equipment, the issue is additionally a problem during meets. Drew provided a copy of the Public Bathing Place Inspection Form which he indicated he had posted at the pool as required, and it indicates that 2 Flow meters have been installed and are operating. In response to a question, Drew was unable to give an accurate accounting of how many of the Fire Department guest passes had been used as current systems do not track them. SWIM AND DIVE TEAM PARENTS’ REPORT - SHERRY Sherry acknowledged that in the future the parents’ association will make sure that any food truck they use at the pool have the Borough required insurance while on site. Sherry reported the final swim team roster count was 328 with five swimmers also competing in diving, it was noted that 3 refunds were given due to injury. Sherry indicated all meets had gone on as scheduled with only one exception, due to the weather, one meet was moved back one day. Sherry reported that there had been a falloff in participation for Fanny Fest this year, she speculated it was due in part to the fact another pool scheduled another event one day before Fanny Fest and another USA meet was also around that time. Sherry indicated some thought is being given to moving the day of next year’s Fanny Fest. Sherry reported that their raffle baskets where very successful in raising money, she is advising the Board the parents are currently in discussion in raising the fee on parents from $150 to $200 for those parents who would rather pay a fee than volunteer their time to help run the meets. Sherry indicated home meets ran well this summer, and she praised team parents for their efforts in running the meets. Sherry reported the team party is scheduled for July 29th, with pizza and water ice to be served and the team gift and awards to be distributed. Sherry was pleased to report the team remains active in community charity events, and they are hopeful those efforts can be expanded. Sherry asked about the possibility of a car wash fund raiser, Drew indicated water hoses could be provided, Caroline stated that she would have to check with the Borough in regard to any liability, it was generally agreed that a car wash remains a possibility for next year. Finally, Sherry reiterated her request from last month in regard to having another shed located next to the existing shed, and seconded Drew’s request for an upgrade to the pool’s internet infrastructure. Additionally, Sherry reported the parents intended to send parents a questionnaire regarding various issues they are seeking input on. CORRESPONDENCE There was none. OLD/NEW BUSINESS Rob wondered if there was any way that the pool would be able to send membership Alerts for various reasons including the weather. Rob also suggested that some thought should be given to the installation of suntan lotion dispensers around the pool. PUBLIC COMMENT Jack O’Brien, Member of Doylestown Borough Council, sat in on the meeting and thanked the Board members for their participation and work on behalf of the Pool. EXECUTIVE SESSION A discussion was held regarding Personnel, but no decisions made or action taken. ADJOURNMENT Al made a motion the meeting be adjourned, Becki seconded the motion, and the motion was approved unanimously at 8:34 P.M. Respectfully Submitted aBk