Pool Committee Meeting Minutes

Attendees: Wilson Farrell, Anne Gomes, Beth Gozon, Janine Lamb, Mari Wade

This was the initial organizational meeting of the unofficial pool committee for the Highcroft Home Owner’s Association. This committee was formed in reaction to recent incidents at the pool that have caused its closure.

1. The meeting began with a discussion about the purpose of the committee. It was generally agreed that the committee would perform the pool related functions that the HOA board is currently charged with. This would include the development of pool rules and policy that would be submitted to the board for modification and approval. Further the pool committee would suggest infrastructure improvements to the pool facilities based on resident surveys and cost analyses. At a high level the pool committee’s goal would be:


• Help prevent accidental closures


• Handle incidents and communicate status of the pool to the residents


• Promote safety


• Maintain the pool as a community resource


2. The HOA board recently approved motion sensing lights and the installation of a video surveillance system (camera donated by Jeff King). Omega management is currently coordinating the installation of those items. The HOA board is next meeting in September and we should have any budget items developed by that time so that the board can consider those. As a result any recommendations created by this committee would not be acted upon until that meeting and would apply to the 2008 swim season.


3. The merits of life guards vs. attendants vs. self policing were discussed at length. It was agreed that the general approach would be incremental based on need. Initially the pool committee would work with the HOA and the HOA Board to develop policy and rules. The accepted policy and rules would be communicated to the community. This communication would take various forms (see below “Specific solutions”). The pool committee will then monitor how the community is able to police itself. It is the hope of the committee that general acceptance and knowledge of pool rules will be sufficient to minimize pool closure and infrastructure repair costs. If accidental pool closures or pool damage continue to occur the pool committee will revisit the need to hire an attendant or a life guard(s). This possibility would likely result in an increase in HOA dues and this should act as additional incentive for residents to try to make self-policing work.


4. We were unsure about what was required to approve policy and rules governing the use of the pool. Would board approval be sufficient or would HOA resident vote be required? We will consult the by-laws and request clarification from the HOA board as required.


5. We discussed how our committee will fit into the current set of roles and responsibilities between the HOA board, Omega Management and current pool maintenance company. We need to research what the HOA board currently does with regard to the pool and what Omega is charged with. Wilson will call Sue to discuss these issues and will research the roles of pool committees in other communities.


6. Further, we questioned our own charter. We are not currently an HOA board appointed committee. Nonetheless, we see ourselves as a group of concerned residents wish to assist the HOA board with issues surrounding the pool. We can only recommend improvements and policy to the board. It is up to the board to approve, deny or ignore our recommendations.


7. Specific solutions discussed. In the course of the meeting we diverged into possible solutions and approaches to mitigate pool closures. For posterity those are captured here.


• Sign in sheet – Janine Lamb suggested that the pool could have a sign-in sheet for families who use the pool. On the sheet would be a checkbox to remind parents that a swim diaper and a plastic liner are required. While there would be minimal enforcement of the use of the sign-in, it may serve as a constant reminder to parents of young children to not forget these important items.


• Signage – We all agreed that better signage is required at the pool to inform pool users of town, county and state regulations regarding use of the pool. Signage would also be required when HOA specific rules are agreed upon. Anne Gomes agreed to research town, county and state regulations.


• Policy/rules letter – Wilson Farrell suggested that we should send out a policy/rule letter to all residents prior to this year’s annual meeting and prior to the beginning of each swim season. It was further suggested that pool users would have to sign an acceptance letter before the new swim season begins. It was pointed out that residents may balk at signature requirement as access to the pool is a right granted by the neighborhood covenant. While this can be researched, it was agreed that we should at least send pool rules and policy out to residents before every swim season. This policy/rule mailing should include the cost of incidents and the amount of pool down time from the previous season.


• Gate – Access to the pool is controlled though a gate that requires a key to unlock. This gate has been damaged through use (and misuse) and not longer locks effectively. While we all agreed that the gate needed be addressed, there was discussion as to whether the current gate mechanism is sufficient if repaired or whether a more robust solution is needed, such as a cardkey system. We are unsure about the current status of this issue and we will follow up with Omega Management and the HOA board as required.


• Emergency cut-off switch cover - We observed that the emergency cut-off switch for the pool pump is reachable by children. It was further noted that the pool has been shocked (and subsequently closed for 24 hours) two times this summer because the emergency cut-off has been inadvertently hit. We think at the very least we should provide a cover for the switch to help prevent recurrence of this. This should be a low cost item.


• To do list - A few simple repair items were mentioned, such as the bricks on the front columns that need to be re-set. A to do list was suggested that residents could volunteer to address. A concern was raised that some of these items may be covered under contract or warrantee. Again, Omega Management will be consulted about this idea.