Parliament Pool Association

2016 Annual Meeting

Sunday, September 18, 2016

Held at Braddock District Supervisor’s Office

Attendees:

Board Members:Members:

Erica HoskenDavid ReccoEls Lagano

Paul PheenyJen ArgentaGinna Tyler

Terri CiganJim KelleyErica Chang

Nick RotteveelValerie SinkovitsLori Polnow

Chris ProvanKeira UnterzuberMike Hunter

Kurt MabisFran MigdalLiz Rivera

Chris SyskiewiczRob Belloni

Dana BierschenkLarry Caines

Skylar MooreJoe Camacho

Michelle Maxwell-Gold

Brad & Sandy Hunter

Bryan McEnany

Erica Hosken called the meeting to order at 7:31 p.m. Erica welcomed and thanked everyone for coming to the meeting and introductions were made by the board members.

Erica then gave a brief overview of Parliament Pool Association (PPA) and mentioned the only vote of the night would be on the nominating slate and would occur at the end of the meeting. Erica discussed the open positions that were still available on the board and encouraged everyone to volunteer for either these board vacancies or on a committee.

Treasurer’s Report:

Paul Pheeny provided the members with a copy of the current Financial Summary through 9/6/2016 with projections through 10/31/2016. Paul then provided an overview of the report explaining that in 2015 the pool suffered a loss of approximately $15k, however it is looking that for 2016 the pool will have a gain of 1k. He emphasized that there are still two months to go and he used last year to estimate, so there is still some uncertainly in that figure. Paul discussed the new revenue this year from the President’s Challenge would note be a recurring source, but the maintenance fee would be. Lastly, Swim & Dive’s financials are now separate from PPA and last year’s financial statements will be adjusted to exclude S&D.

Questions & Comments:

1)Where is the President’s Challenge and maintenance fee income on the financial summary?

A: In the other income category under Revenue.

2)Are bills being sent out reminding members of the maintenance fee?

A: No bills have been sent, but Terri is tracking who has paid and who has done volunteer hours. We have sent out a couple reminders; but we will definitely have a better system in place moving forward.

Comment: There was a time when a separate check was written at the beginning of the season and was not cashed if the member volunteered during the summer.

3)Are Swim & Dive’s financials available?

A: Once they are done, they will be made available. (Answered by Brad Hunter)

Operations:

Kurt Mabis discussed the operations for the season, first stating that Matt was manager again. The guards tried on call hours this season, which ended up being hit or miss with the guards. They also changed the physical space which streamlined the process and eliminated the need for gate and concession guards. Going forward, it may be something to look into the hire a company to run the pool operations, however we would want to make sure they would hire from within Kings Park.

Questions & Comments:

1)Regarding hiring a company, it saves about 9K to have a volunteer/committee do the work instead. Also, where those companies make money is on the maintenance aspect of the pool.

2)Erica then stressed again that help is needed from people and also help is needed in figuring out how to break operations into smaller pieces so a committee can do it.

3)Is Matt coming back?

A: He has not given a definitive answer yet. However, if he decides not to return, there is a good group in place.

Maintenance:

The chair of the maintenance committee stepped down, so Erica this season’s maintenance. Work was done on the pipes in the pumphouse, new foot showers were installed and the pine trees on the hill were cut down. Millenium Pool Company was used to open and close the pool. The main pool was covered Friday, but the baby pool still needs to be covered. Mike Hunter and Rob Belloni have offered to be the new co-chairs of the committee.

Questions & Comments:

1)Is the fence by the baby pool going to be repaired? Since it was damaged when they took the trees down it seems they should cover the cost to repair it.

A: Yes, it is on our list.

Rob Belloni then gave a brief overview of his priority list start first with functionality of the pool. Followed, by safetywhich includes fixing the fence, making sure the bathroom are functional and replacing burnt out bulbs. Lastly, would be focusing on aesthetics and landscaping.

Membership:

Terri Cigan began with an overview of the membership numbers that included an increase of 13 new bond members. Moving forward PPA will be looking at ways to spread out payments over the course of several priors so as to help people who may not be able to pay the fee all at once.

Questions & Comments:

1)What is the current total membership and what is the max per our bylaws?

A: The current membership is 255; the bylaws do cap it.

2)How are the bond and stock memberships different?

A:PPA ended stock memberships in recent years and replaced them with bond memberships.

Comments on bylaws:

1)Erica began by saying that we know the bylaws are outdated and getting the bylaws updated is one of her top priorities. We will have to go back through the annual meetings and make sure everything that has been enacted is in the bylaws. This means that we will need volunteers willing to work on the bylaw committee.

2)An important aspect will be to make sure that everything is voted on properly. We will likely need to have another membership meeting in January or February.

3)We want to consider the current quorum requirement and see if any adjustments should be made. Perhaps consider changing it to a percentage based number.

4)Also need to look at the voting requirements; i.e. at the meeting, proxy or absentee.

Activities:

Nick Rotteveel discussed the activities and that raft night remained a popular event. Moving forward, we want to get things planned early and on a schedule. Also looking to institute new ideas such as tot time with the guards. However, we need to put a committee of volunteers together that can help with planning and instituting these activities.

IT:

Chris Provan gave the update and noted that PPA has become better with social media. We want to use it even more next year especially for closings due to weather. A new membership database will be created using CiviCRM. Currently the membership information is in Access and several Excel databases.

Swim & Dive:

Brad Hunter provided the update for Swim & Dive. Last year they had 84 swimmers and 17 divers. Overall both teams had good seasons. Look to be down about 2k for the year.

Questions & Comments:

1)Will you have an annual meeting?

A: We can have a membership meeting if there is interest, but generally there is not a lot of interest shown.

2)Suggestion to put out more information about Swim & Dive to everyone especially those with young children to get them excited and keep them aware and informed.

General Comments:

  • Not everyone is on Twitter, but the emails are helpful so please make sure to sent the emails.
  • Some people like to look at the board at the pool for events. This is a great volunteer opportunity to make and post signs for events.
  • Lots of people are not getting emails from PPA. This will be fixed in the coming months.

Looking Forward:

1)Fairfax County is moving their school calendar next year so we will need to figure out how to work with this new schedule.

2)PPA Board wants to hold their meetings in a public location so anyone feels like they can attend and see what is going on.

3)Please volunteer if you can.

4)We need to figure out what to do regarding the filter/pumphouse maintenance. This means figuring out what needs to be done and when. We need to look at the cost of repairs versus the cost of a new system and see what makes sense. At what point does it make sense to not just repair the current system. The maintenance committee needs help though. Other maintenance issues to be addressed include retaining wall replacement, door frame repair, fence repairs, new chairs/tables, and parking lot issues.

Questions & Comments:

1)Regarding the retaining wall replacement; those working on it should be aware that there are a lot of bees inside. Several kids got stung last season.

2)The coping we recently replaced is cracking. Is this covered in any sort of warranty?

A: The white coat had a 3 year and everything else had 2 year. We will have to look into it further.

3)Can the baby pool be more fun? Such as a dump bucket?

A: We have tried in the past to have a fountain which has broken several times. A suggestion was made to place a basket of donated toys in the area.

Voting:

The last order of business was to vote on the PPA Board nomination slate for the 2016-17 season. Below is the nominating slate.

  • Erica Hosken – President
  • Paul Pheeny – Director (Preferred position Treasurer)
  • Jen Argenta – Director (Preferred position Secretary)
  • Terri Cigan – Membership Chair
  • Rob Belloni & Mike Hunter – Maintenance Co-Chairs
  • Nick Rotteveel – Activities Chair

Results of the voting on the Nominations:

Yes – 25

No – 0

Abstain – 0

Write-in - None