Fanny Chapman Pool Board Meeting

FANNY CHAPMAN BOARD OF MANAGERS MINUTES OF THE MEETING AUGUST 28, 2023 The meeting was called to order by Bob Shaffer at 7:01 P.M. Present were Bob Shaffer, Brian Lange, Lori Howard, Rebeccca Masters, Amy Parenti, Robert Purdy, Dave Ricci, Ed Walsh, and Alan Krach. Also present were Caroline Brinker, Doylestown Borough Liaison, Drew Sterner, Pool Manager, Sherry Petrakis, Swim and Dive Team Parents Association representative, and Rachael Ford, Dive Team representative. APPROVAL OF THE MINUTES The minutes of the July 24, 2023 meeting were reviewed. Ed made a motion to approve the minutes, the motion was seconded by Brian, and the minutes were approved unamimously. FINANCE - ALAN & BRIAN The Board reviewed invoices totaling $15,990.81. Alan noted the largest purchases were for chemicals, routine repairs, and for the replacement of the hot water heater which had been listed as a must repair on the most recent inspection of the Fanny Chapman facility. Alan made a motion to approve the payment of the invoices, the motion was seconded by Dave, and the motion was approved unanimously. Rob provided an update of the Endowment Program for the Pool, he stated that, as yet, no donations have come in, and he thought it was time for the Board to get the message out to the public regarding the Endowment Program. Rob suggested that the Board should consider advertising the Program starting in either September or October. Rob also suggest perhaps next summer there might be some Alumni races to help kick off the Program with former Fanny Chapman employees and/or swimmers. Caroline noted that there had only been a couple of commemorative bricks purchased this summer. OPERATIONS - ALAN & ROB Rob reported everything has run “relatively” smoothly this summer with the exception of the paint clouding the new pool at the start of the season. Drew reported that he and Don will look into perhaps an upgrade of the paint used next year. Drew indicated that heavy rain storms have created some extra work, but had not affected the operation of the pool. Rob expressed his concern that the sewer line had not been scoped with a camera yet to assess whether or not there are any serious problems with the line, and stated that it was essential that gets completed after the pool closes this year. PROGRAMS - LORI & BECKI Lori reported all was going smoothly, and with the end of the season in sight, indicated no changes should be made at this time. PERSONNEL ROB & ED Rob reported with the season ending, all seemed to running smoothly. Drew indicated with senior staff back in school he would make do by shuffling available staff to cover the decks. Rob questioned Drew about next year’s staff, Drew indicated it looked as if the Pool will be in good shape as this year’s staff was relatively young and many of those will be back next year to provide the foundation for next summer’s staffing. Drew stated he would start to get confirmations for next year’s staff starting after the first of the year. The Board reviewed Drew’s chart of the Comparison of staffing hours from 2022 and 2023. Drew noted that hours were up a little, and since the Board had increased hourly rates this year as an incentive to get commitments from staff which had been difficult in recent summers, payments to staff was up a corresponding amount, an amount which had been anticipated in the Budget. PUBLICITY & MARKETING - AMY & DAVE Amy reported that the final Cardinal article about the pool should be in their September issue, and it would include a revue of the summer and inform the readers of the new Endowment Program. Dave provided an update on plans for the committee to update the Pool’s Facebook page. LONG RANGE PLANNING - BOB & ALAN Alan reminded the Board the 2024 operating budget will be finalized in the next couple of months so the Board will need to review projects that the Board has discussed over the past year. Potential projects 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 remains, the resurfacing of the floor of the original pool, 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 was repaired at that time, the possible addition of an eight lane to the upper pool and the construction of benching into the hill above the upper pool. A consensus of the Board recently has seemed supportive of budgeting for the upgrade of the pool’s WIFI and computer capacity along with hiring a plumber to run a camera line through the sewer line to assess the condition of that sewer ling to determine if it will need to be replaced. Drew reported that the spot patching which was completed before the start of this season was not really successful, and in addition he reported that there are numerous “hollow spots” in the original pool’s floor especially in the 18" to 4' depth, and eventually that area will need to be aggressively repaired. MEMBERSHIP/RULES - ED & BECKI As this season draws to a close, the committee reports that the rules remain unchanged, and they foresee no need to make any changes at this time. Drew suggested that the Board should review membership fees as part of its new proposed budget and with a waiting list for membership of 50 to 60 perhaps some changes could be made. Sherry reported the Parents’ committee has decided to raise its “instead-of volunteering fee” to $200.00, it was $150.00 this season.. 100TH ANNIVERSARY CELEBRATION - ROB, AMY, BECKI & ALAN Rob told the Board of his plans to hold a committee meeting before the next Board meeting to just get the discussion started. POOL MANAGER’S REPORT - DREW Drew reported that the end of year staff celebration went well and was well received by all. Drew provided a detailed breakdown of the Pool’s revenues this summer, her reported that fees collected for membership rose to $638,333.50 compared to $594,334.00 in 2022. Drew reported that the Pool’s rest rooms will need some maintenance before the start of next season, including the replacement of some auto-flush mechanisms, the replacement of the wax ring in the family changing room. Other items which will need to be addressed include the main pool’s floor along with paint flaking which will need acid washing and exploring an upgrade ($) of the paint used, the stucco around the door frame of the pump room needs to be repaired, the filters for the main and diving pools need to have their sand replaced. In addition, Drew suggested the Board should look into the installation of installing a direct injection of acid into the lines instead of using CO2 to better control the pools’ pH, he indicated it is a more effective in controlling the pH. Drew stated the 3-meter diving board needs to be resurfaced which will require it being shipped out to complete the process, the water fountain at the upper pool needs to be repaired, and a facility electrical inspection must be completed by April of 2024. Drew asked the Board to review the Pool’s fees, should guest daily fees be increased, and he thought the price of $1.00 for soda and water needs to be increased as those fees have not been increased in a very, very long time. Drew told the Board he will have a list of the number of tables, chairs and umbrellas which will need to be replaced and budgeted for at the next meeting. Also, he indicated he is going to need Sherry to give him a price for the additional storage shed for the upper pool. Drew assured the Board that he has commitments from the staff that he will be able to fully staff the Pool for the Fido Float Day. Following the Fido Float Day, Drew indicated that Don Kelly has scheduled draining the pools and winterizing the Pool’s equipment. SWIM AND DIVE TEAM PARENTS’ REPORT - SHERRY Sherry introduced Rachael Ford to the Board, she is the Dive Teams Representative and this was her first year in the position. Rachael reported the Dive team had a great year, things were hectic as usual, and getting parents to volunteer at the meets was challenging but essential. Rachael reported that Diving was included as part of Fanny Fest this year for the first time, it had been scheduled to be 2 days, however the arrival of bad weather cut that to 1 day, she was hopeful that snyco-dive event might be added. Rachael reported the dive team was well represented in the top 10 of the leagues diving championships. Sherry reported the Swim and Dive Championships were successful, and the end of season team party was a fun time for all despite of some rain. Sherry indicated the Parents provided a sweatshirt as the team gift to all swimmers and divers. Sherry provided copies of a letter she sent to all swim and dive team parents which provided a recap of the 2023 season and included a shout out to the many volunteers for their essential assistance, attached to the letter was a listing of the end of season awards. Sherry recommended for next season a Board member speak to the Parents Association which would provide a good opportunity to promote the new program. Sherry concurred with Drew that a commercial grade inter-net system is needed at the pool which would be particularly helpful during meets. In addition, Sherry reported the Parents had made a contribution to the guards year end party and thank the pool employees for their assistance all season long. Sherry told Drew she would work on getting bids for the additional storage shed they need for their equipment. Sherry proposed the idea of having a swim-a-thon next summer, she informed the Board the Parents were using Square One for payments during meets. In addition, she was hoping the team might be able to hold a car wash fund raiser next year, however there are some questions in regard to liability which will need to be answered. Finally, Sherry noted the next Parents meeting would be held on September 11 th, and invited any Board member should they be interested to attend. CORRESPONDENCE Caroline explained that a letter had been received from Christine Harrison, a former Board member, requesting that the Board supply a raffle basket which would be auctioned off at the Mercer Museum’s Cocktails at the Castle scheduled for October 14th. Caroline explained the Board has been providing a basket including some pool daily passes and some Fanny Chapman swag for several years. Ed made a motion to approve the donation, Amy seconded the motion, and the motion was passed unanimously. OLD/NEW BUSINESS Rob brought up the issue of the Pool’s funds and their accounts and questioned whether or not some thought might be given as to how to invest it where it would get a greater interest return. Alan noted that a new book has been published, it was written by Peter Lubrecht, entitled, The Statesman and the Socialite: Carl Schurz and Fanny Chapman, Secret Love, Letters, and Life in the Gilded Age which is available on Amazon. PUBLIC COMMENT There was none. EXECUTIVE SESSION BOARD MEETING REOPENED A discussion was held during the executive session, but no action was taken. ADJOURNMENT Alan made a motion the meeting be adjourned, Dave seconded the motion, and the motion was approved unanimously at 8:43 P.M. Respectfully Submitted aBk