September 14, 2011 Board Meeting

The meeting convened at 8:00 PM at the BRPA Pool House. The President, Pam Jacobsen, chaired the meeting. Board Members present included: Pam Jacobsen, Jeff Gilbert, Jay Green, Sherrie Kelley, Kathleen Randolph, Bill Thomas Monica Mount and Kurt Karsten. The Board Members attending represent a quorum  which will allow the board to conduct formal business.

Reading of the Minutes – The reading of the minutes was waived because the minutes of the 3 August meeting were reviewed by the board via email, and the corrected version has been posted on the BRPA web site.

Financial Report –  The Treasurer’s report has been posted on the web site, with no comment made.  Additional financial items addressed included:

  • BRPA taxes were filed on 13 August 2011.  Because of our tax exempt status, no taxes were paid.
  • It was noted that currently, the only authorized signer is the Treasurer, Sherrie Kelley.  Bank signature cards were signed by remaining authorized signers: Pam Jacobsen (President) and Bill Thomas (Vice President).
  • Bills for outstanding guest fees have been distributed to those members who have outstanding guest fees.  Bay Ridge members’ bills were delivered to the homes involved.  Annapolis Cove members’ bills were forwarded by U. S. Mail. Some bills have been paid, while the majority are currently outstanding.

Snack Bar Operation – The current and planned operation of the snack bar was discussed by the Board.  Items addressed included:

  • Kurt Karsten reported that the snack bar returned to the BRPA its share of the profits earned this summer (our share was approximately $100).
  • After the discussion on possible future operations, the Board agreed to allow a snack bar for next summer.  It was proposed that the menu be increased.
  • The Board has requested that anyone interested in running the snack bar submit a proposal to the Board by January 2012.

Swim Team Report – Kathleen Randolph reported on the BRPA Swim Team activities this season.  Items addressed included:

  • The Masters’ Swim Team closed a successful season with 57 swimmers.  All costs for this program were covered by fees charged the registered members.
  • The Naval Academy Aquatic Club had their annual open water swim the morning (8-11AM) of 10 September. the swim As in previous years, the club requested, and was granted the use of the Pool rest rooms. The use of the rest rooms was before the pool opened for general membership use.
  • The question was raised as to when BRCA Day Camp usually comes to the pool.  Kathleen Randolph noted that the camp comes between 11AM and 12 Noon, weather dependent.
  • It was noted that DRD would like to shift guard coverage by reassigning one morning guard to late afternoon, during the peak swimming period. The Board will need to evaluate this proposal before the beginning of next season.

Facility Maintenance –  It was noted with  pleasure and appreciation that Jay Green has been diligently correcting various maintenance items.  It appears that there is at least on major structural item requiring maintenance or correction.  In the course of discussion on needed structural repairs, the following points were addressed:

  • Bill Thomas and Jay Green are to meet with two pool contractors during the week of 19 September to discuss need repairs to the large pool as well as the baby pool.  this project is currently being planned to support the 2013 pool season.  DRD is expected to provide a scope of work and a proposal for accomplishing it.
  • Fall Maintenance Projects, including cost estimates are needed by 1 October. Identification of the Fall Maintenance Projects and the associated cost estimates was not available at the meeting.
  • Repair of the pool house structure was discussed. The full scope of the required repairs remains to be defined.  As a result, no schedule for the work or cost estimates have been prepared. The contractor has not been selected yiet.
  • Sump pump repairs – Jay Green has a new sump pump and will work with a plumber to install the pump.  The cost for this work has not been defined, nor has a schedule been defined.
  • Jay Green noted that one outside shower stall drain is clogged with sand. A discussion followed on how to prevent a repeat of this problem in the future.  It was proposed that a foot bath be established, which would use un-metered water.  Jay Green agreed to investigate the feasibility of this approach.
  • Potable water at the pool – Bill Thomas has been discussing with Mid Atlantic Water potable water treatment for the pool facility.  At this point, no clear plan has been defined.

BRPA Parties – Jeff Gilbert forwarded data from Parker Jones on the BRPA Closing Day.  Features include:

  • The party is scheduled for 18 September from 5pm to 8pm.
  • Barbeque and hot dogs will be served.  Cold beverages will also be provided.  Members are requested to bring a side dish to share.
  • Live music will be provided by the local group “Atom Bumz”.

Pool Closing – Pam noted that the last day of swimming would be Sunday 18 September 2011.  The following week, the pool will be winterized and the cover installed. Pumps will be turned at the end of the  last day. DRD will begin winterizing the following week. DRD is responsible for storing all of the pool deck furniture, also the grills will be stored over the winter.

Fire Safety Inspection – The AA County FIre Marshall made a final inspection of the pool facility on 20 August 2011.  At that time all outstanding violations had been corrected, and cleared.

New Business:

Member Health Issues – It was noted that the board received a letter from the Cashman family addressing a health issue with a member of the family.  Discussion on the contents of the letter were tabled pending further investigation and review by the board.

Upcoming Events – Pam Jacobsen identified a number of upcoming events for the board’s action. These included:

  • Bylaw Review – Bill Thomas has been tasked with leading this effort, to be accomplished in the September time frame.
  • Membership status – A review of actual member category (Charter, Regular, Annual, etc.) In addition, the means, and documents required to accomplish membership transfers (including transfer for both short and long term renters.  Parker Jones will lead this effort.
  • Budget Review – A review of the annual operating budget for 2012 will be conducted during October.  The review committee will consist of Pam Jacobsen, Sherrie Kelley, Bill Thomas, Steve and Christy O’Hare, and Parker Jones.  The final draft budget will be presented to the BRPA Board at the November meeting.

Meeting Schedule:
The official schedule for future meetings of the Pool Association and its Board of Directors includes:

  • General  Meeting –Monday, 10 November 2011 at the BRCA Marina clubhouse.
  • Board Meeting – Tuesday 27 September 2011 at the BRPA Pool.
  • Ad Int. Board Meeting – Tuesday 11 October 2011 at the BRPA Pool
  • Pam Jacobsen noted that the official board meetings for December and January will be canceled.

Adjournment – The meeting adjourned at 10:15pm.

Respectfully submitted:

Paul Behrends