SHEARWATER POOL COMMITTEE CHARTER

Transcription

1 SHEARWATER POOL COMMITTEE CHARTER The Shearwater Board of Directors ( Board ) has formed the Pool Committee ( Committee ) to assist in ensuring growth, prosperity and a sense of belonging in the community. The volunteers in our community are a vital part of this effort and are instrumental in achieving these goals. This Charter is designed to provide the Committee with goals and guidelines to follow and to clarify the roles of Committee members, unit owners, the Property Management Company ( Manager ) and the Board. The Board shall authorize, approve and oversee implementation of this charter. The Committee will review and reassess this charter annually and submit to the Board for approval any suggestions for modifications. GOALS The stated goals of the Committee are to oversee and submit written updates and suggestions to the Board on pool operation, performance of the pool contractor and social events involving the pool. Day- to- day supervision and direction of the contractor(s) should be avoided; this should be handled via the Manager. SCOPE The scope of the Committee s influence will include ensuring the smooth running of the pool during the season, preparing the draft yearly budget, reporting on progress of pool operations and ongoing projects, and monitoring the performance of the pool management contractor. ORGANIZATION The Pool Committee will consist of at least 3 members, one of which will be confirmed by the Board as Committee Chair. Committee members will be confirmed by the Committee Chair and their names shared with the Board for informational purposes. The Committee should include one member of the Board, and a Committee Secretary (if appropriate) may be designated by the Committee Chair. AUTHORITY The Committee, without additional approvals, is authorized to spend up to the amounts specified for the budget items in the Pool Committee s approved budget for the fiscal year. For changes that affect established pool practices or existing contractual obligations, or for expenses that exceed the approved Pool budget, the Committee Chair will request prior Board approval Shearwater Pool Committee Charter 7 June 2016 Page 1 of 7

2 at a scheduled condominium meeting, via a monthly report, or by when such approval is time- sensitive. The Committee Chair will have the authority to request proposals or estimates from outside vendors. They may either send the requests to the Manager or copy them on the requests so the Manager is aware. For any expense that exceeds $ , the Committee Chair will request that the Manager coordinate the bid process. The Committee also has the authority to remove one of its members with a vote of a majority of the Committee, however only the Board has the authority to remove the Committee Chair. PLANNING AND REPORTING Annual Plan: The Committee shall evaluate pool needs in the community, prioritize them, and prepare an Annual Plan each year to address those needs. This Plan will be updated periodically to include issues identified before, during and after the pool season, and the actual progress versus plan will be documented in the monthly reports. Annual Budget: At the request of the Manager, the Committee will prepare a proposed budget each year based on the Annual Plan, as input to the yearly Shearwater budget proposal that will be reviewed, adjusted as needed, and approved by the Board. Monthly Reports: The Committee Chair will prepare a written report for the Board no later than the third Thursday of each month during preparations for pool opening, during pool season, and upon pool closing. Each report will include the minutes of any Committee meetings held, a summary of the month s activities, progress against the Annual Plan, and any recommendations for action by the Board. The Committee Chair or a designated representative will present the report during scheduled condominium meetings, and it will be posted on the Shearwater website. Self- Assessment: The Committee will conduct an annual self- assessment of the effectiveness of the committee, including at a minimum committee membership, process, information flow, and responsibilities. Following this assessment, the Committee will report to the Board their identified strengths and improvement goals for the coming year. Shearwater MARK & Notices: The Committee Chair will contribute articles to the Shearwater newsletter when appropriate, and prepare notices regarding pool events for distribution to community residents or posting on the building notice boards. MEETINGS Meetings of the Committee will be held monthly during the pool season, or at the discretion of the Committee Chair. Notice of meetings will be sent in advance by or phone. The Committee will keep informal minutes of those meetings (one page or less) describing the topics discussed, decisions made and action items agreed to. Shearwater Pool Committee Charter 7 June 2016 Page 2 of 7

3 The Committee Chair will update the Annual Plan as and if needed throughout the year. COMMITTEE RESPONSIBILITIES The primary responsibilities related to the Shearwater Pool are as follows: DURING OFF- SEASON 1. POOL CONTRACTOR (Contractor) a) Perform monthly inspections of the pool area and buildings and submit reports to the condominium Manager with a copy to the Committee. b) When any issues are identified in those reports, ensure the appropriate action is taken to remedy the issue and notify the Manager and the Committee. a) Monitor monthly inspection reports performed by the Contractor to verify they re complete & on time; if not, verify that the Manager is following up on any missing or delayed reports. b) When any issues are identified in those reports, follow up with the Manager to ensure any needed actions are taken. c) Participate as needed in discussions between the Manager and Shearwater Board regarding issues or necessary repairs identified during the previous year pool closing walk- through or during the year. d) Send any budget requests to the Board Treasurer by the end of February each year in order to be included in the condominium budget planning process, and in the Annual Meeting Notice package sent out to unit owners at least 15 days before the annual meeting in April. Include in the pool budget: contract payments (with scheduled dates) estimates from the Contractor for other items including permit and chlorination fees, restocking costs, supplies, etc. estimates for any repairs to the pool and buildings in the pool area (after reviewing competitive estimates obtained by the Manager) e) Review the contract renewal proposal from the Contractor, ask the Manager to request proposals from other companies as appropriate, and prepare a recommendation for the Board (ensure that any contract includes licensing and annual maintenance for the automated external defibrillator [AED]). 3. CONDOMINIUM MANAGEMENT COMPANY a) Verify that the Contractor conducts regular monthly inspections per the contract, and sends the inspection report b) Review with the Contractor and Committee any necessary repairs, obtain competitive bids as required, and discuss them with the Committee and Board c) Provide any estimates or other information needed by the Committee to compile the annual budget request for the Board Treasurer by the end of February each year Shearwater Pool Committee Charter 7 June 2016 Page 3 of 7

4 d) Obtain the contract renewal proposal from the Contractor, request proposals from other companies as appropriate, and review with the Committee e) Ensure that any contract includes licensing and annual maintenance for the automated external defibrillator (AED) POOL OPENING a) Staffing Hire and schedule qualified lifeguard staffing Post the pool permit and certification for each lifeguard in a visible location b) Furniture Clean the furniture (except from upholstery) with a cleaning solution on the top and the bottom including straps, and bring it out to the pool deck Spray pool cushions with Scotch Guard to protect them during the season Bring out all pool furniture and place it around the pool c) Supplies Provide all supplies as agreed in the contract (first aid kit, bathroom supplies, etc.) Provide to the Manager copies of invoices for any supplies purchased d) Setup Prepare the pool for use Post the pool opening notice with hours Create the new Facility Binder and store in the pool office Post the Shearwater Lifeguard Task List in the pool office Post the Bathroom Cleaning List in both bathrooms a) Staffing Verify that qualified staffing is in place Verify that appropriate permit & certifications are posted b) Furniture Rearrange the furniture around the pool as desired Free- cycle any furniture that is past useful life c) Supplies Ensure that standard items to be provided by Shearwater are in place (e.g. trash cans, buckets, brushes, etc.) Verify that all supplies to be provided by Shearwater per the contract are in place d) Setup Get assistance in bringing out the planters; obtain flowers left over from the landscaping company to add to the planters. If plants have to be purchased, work with the Landscaping Committee on budget and approval. Ask lifeguards to water the plants; monitor daily or as needed Shearwater Pool Committee Charter 7 June 2016 Page 4 of 7

5 Verify that the Manager has activated the phone in the pool office prior to pool opening Verify that the hours, task lists and cleaning lists are posted Verify that the Facility Binder is in place in the pool office 3. CONDOMINIUM MANAGEMENT COMPANY Activate and test the telephone in the pool office prior to pool opening DURING THE SEASON a) Ensure that lifeguards show up on time; provide immediate alternate staffing if delays exceed the time indicated in the contract b) If pool opening delays exceed the limit allowed in the contract, deduct the agreed amount from the next installment payment c) Ensure bathroom, office and pool cleanliness is maintained, trash is emptied daily and appropriate supplies are in place per the contract d) Store umbrellas and cushions in the pool office at the end of each day e) Conduct weekly inspections and report any issues to the Manager and the Committee f) Escalate immediately any issues or required repairs to the Manager and the Committee a) Operations Escalate to the Contractor if lifeguards don t open the pool on time Periodically verify that logs are being filled out accurately Periodically check bathrooms and pool rooms for cleanliness and presence of supplies Verify that umbrellas/etc. are stored appropriately at the end of the day Verify that the Contractor s supervisor is conducting weekly inspections and that any issues are resolved in a timely manner Serve as the point of contact for Shearwater residents if there are issues at the pool b) Pool parties: Before pool opening, prepare a list of planned events (catered parties, cocktail parties, pot luck gatherings, etc.) along with an estimate of date/time, theme and cost (if any) Pool events may include: Pool opening party: in June Happy Hours/Cocktail Hours: in July and August Pool closing party: early September Pooch party: early September Review planned dates and expenses (if any) with the Board ahead of time (forward the notice(s) to be put in the newsletter) Shearwater Pool Committee Charter 7 June 2016 Page 5 of 7

6 If the events are pot luck, no funding will be involved; however if any of the events does involve expenses: Verify with the Treasurer what payment method should be used; ideally checks from attendees should be made out to Shearwater so disbursements can be handled the same way and an official record is maintained for income & expenses Solicit volunteers to contact owners and accept reservations; put out a flyer with those people as contacts Collect money in advance from all people who sign up to ensure costs are covered Coordinate with the Manager attendance fee deposits and payment of any expenses 3. CONDOMINIUM MANAGEMENT COMPANY a) Ensure that contract terms are being met and review any issues with the Committee if they are not b) Verify any invoices received from the Contractor against the contract, or review with the Committee, prior to payment c) If any of the pool events involves expenses, manage deposit of any attendance fees and payment of any invoices with the Committee POOL CLOSING a) Clean and store all furniture b) Store all items in the appropriate room and remove all trash, empty containers, expired chemicals and other supplies c) Winterize the pool d) Conduct final walkthrough of the pool area and rooms e) Report to the Committee and the Manager any issues that should be brought to Shearwater s attention (e.g. repairs, purchases, etc.) a) Verify that furniture is cleaned and stored properly, trash and other items are removed, and the pool area is left in clean and organized condition b) Identify any furniture that needs to be replaced; discard or free- cycle unwanted furniture c) Discard all plants; clean and move planters inside the pump room d) Accompany the Contractor during the final walkthrough and ensure their final report is complete e) Follow up with the Manager and/or the Board on any issues that require attention Shearwater Pool Committee Charter 7 June 2016 Page 6 of 7

7 3. CONDOMINIUM MANAGEMENT COMPANY a) Work with the Committee to resolve any outstanding issues YEAR ROUND a) Prepare a Committee report for each condo meeting and forward to the Manager by the Friday before b) For reports during the off- season, include any issues identified during the Contractor monthly reviews and the Committee s periodic checks, or indicate no issues found. c) During the pool season, attend condo meetings to present the Committee Report, or send a delegate to present it 2. CONDOMINIUM MANAGEMENT COMPANY a) Make the contractual payments to the Contractor in a timely manner per the contract b) Verify any other invoices received from the Contractor prior to payment in consultation with the Committee Shearwater Pool Committee Charter 7 June 2016 Page 7 of 7