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Thank you to the residents that participated in the Board of Directors Meeting Wednesday evening. Here is a recap of the agenda action and discussion items addressed by the board.
Highlights Include:
President Traynor provided an update to the SRC project in his report, making a point to note: “While we are all excited about the SRC Pool Project and are very interested in the progress, it is important, for everyone’s safety and well-being, that all residents stay out of the construction zone. This is a dangerous work area with hazards that could result in serious injury.”
Appointments:
The board approved the appointment of John Irby as a voting member of the Environmental and Maintenance Committee.
Action Items:
Motion to transfer funds from Operating account to Reserve account.
It was recommended to the Board that a contribution for 2022 in the amount of $70,000 be transferred to the Reserve Cash account from the Operating account. This is for the final two months of accrued contributions of 2022 – November and December. The current Reserve fund balance as of December 9, 2022 is $378,200.31. After the transfer of funds from Operating, the Reserve balance will be $448,200.31. A motion to proceed with this recommendation was made and approved.
Motion was made to transfer funds from Operating account to SRC Project Reserve account.
It was recommended to the Board that an additional $100,000 be transferred to the new SRC Project Reserve from the Operating account, for a total transfer of $701,000 for 2022. The current balance is $223,991.71. The balance after the transfer will be $323,991.71. This motion was approved.
Consideration of the Pool Management & Operational Services
As reported previously, the bids for managing the pools all came back significantly
higher than was, or even could be, budgeted for 2023. As a result, this past
month, the GM went back out to the companies that we received bids from and
asked them to provide the association with some numbers on a few optional
approaches. Due to our budget constraints in 2023, we had to consider a hybrid
approach for managing the pools next year: some in-house; some outsourced.
With this approach in mind, the Board approved two contracts related to pool
management in 2023.
The first contract covers the maintenance needs of both pools for the entire year.
It includes pool opening and closing services, chemical control and feed
equipment for the AFC pools (equipment for the SRC is included in the project
itself), chemicals for both pool complexes, twice weekly inspections year-round,
and equipment maintenance training and consulting with the WCA staff. This
contract was approved in an amount not to exceed $80,000 for the period
January 1, 2023 through December 31, 2023.
The second contract was for the staffing needs at the AFC Indoor Pool for the
period of January 1, 2023 through April 30, 2023. This contract provides us with
the appropriate hours of lifeguard services and includes the directive to clean and
maintain the indoor pool. The contract is structured on a month-to-month basis
and was approved in an amount not to exceed $40,000 for the period January 1,
2023 through April 30, 2023.
Planning continues in the area of staff development for managing the pools in-
house from May 1 through December 31.
Discussion Item:
Discussion on the Membership Terms of the Board of Directors
When the Board voted in early 2022 to increase its size from five to seven Board Members, that led to the election of four new Board Members on a single ballot. Discussion took place on putting measures in place to ensure such a scenario, of a majority being elected on a single ballot, not occur in the future.
The board elected to have this as an Action Item at the January meeting in order to have a plan in place in advance of the 2023 elections.
General Manager Bailey proposed that language be added to the Bylaws on procedure(s) for electing board members. He shared draft language that could be used to address situations that could occur with elections and a clear path to resolve any potential conflict.
The board directed that GM Bailey proceed to draft procedures to be incorporated in the Bylaws. This too will be addressed and discussed at the January Board Meeting.
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