Fairway Farms Swim Club

Board Building and Grounds: Difference between revisions

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The Building and Grounds volunteers are responsible for maintaining and improving the club's structures, systems, and grounds.  This can be a demanding (but rewarding) role.  Each position has a two-year term, with elections occurring during alternating years (to ensure overlap).
The Building and Grounds volunteers are responsible for maintaining and improving the club's structures, systems, and grounds.  This can be a demanding (but rewarding) role.  Each position has a two-year term, with elections occurring during alternating years (to ensure overlap).


<i>This description is a work-in-progress and will be updated regularly throughout 2021.</i>
<i>This description is a work-in-progress and will be updated regularly.</i>


==Job Description==
==Job Description==
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* Attend monthly board meetings (minimum 80%).
* Attend monthly board meetings (minimum 80%).
* Monitor budget specific to the upkeep and maintenance of the pool and grounds.
* Monitor budget specific to the upkeep and maintenance of the pool and grounds.
* Participate in the [[Board Social#Steak and Corn Roast|Steak and Corn Roast]] on Labor Day weekend.


== Onboarding ==
== Onboarding ==
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== Pre-Season Tasks ==
== Pre-Season Tasks ==


=== Mid to Late Feburary: Purchase Pool Chemicals ===
=== Mid to Late February: Purchase Pool Chemicals ===


* Take inventory of existing chemicals.
* Take inventory of existing chemicals.
* Update and review prior years' orders and usage where possible to estimate the needs for the upcoming year.  While it is difficult to know our exact needs - ordering to stock for the high-side of average use can save us money.  Take advantage of early buy discounts and to minimize subsequent order delivery charges.
* Update and review prior years' orders and usage where possible to estimate the needs for the upcoming year.  This is tracked on the [[Chemical Orders]] page.  While it is difficult to know our exact needs - ordering stock for the high side of average use can save us money.  Take advantage of early buy discounts (if applicable) and minimize subsequent order delivery charges.
A new (Taylor) test kit is always required for the season.* A large quantity of Accutabs (calcium hypochlorite) and hydrochloric (muriatic) acid will be required.  To a lesser extent (depending upon existing inventory), we will need calcium chloride, sodium bicarbonate, and stabilizer to a lesser extent.  A new (Taylor) test kit is always required for the season.
A new (Taylor) test kit is always required for the season. A large quantity of Accutabs (calcium hypochlorite) and hydrochloric (muriatic) acid will be required.  To a lesser extent (depending upon existing inventory), we will need calcium chloride, sodium bicarbonate, and stabilizer.  A new (Taylor) test kit is always required for the season.


=== Late March to Early April: Water and Pool Opening ===
=== Late March to Early April: Water and Pool Opening ===


<i>Opening day for members is typically scheduled for the Thursday before Memorial Day (which is the last Monday in May).</i>
Opening day for members is typically scheduled for the Thursday before Memorial Day (the last Monday in May).


* Request water meter installation via the City of Livonia.  The city installs approximately 1,500 seasonal meters, so request early.  Typically, meter installation begins in late March.
* Request water meter installation via the City of Livonia.  The city installs approximately 1,500 seasonal meters, so request early.  Typically, meter installation begins in late March.
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** We will open the water valves, supplying the clubhouse and pump house at this time.  To avoid flooding, multiple valves and pipe assemblies <u>must</u> be re-assembled before this to avoid flooding.
** We will open the water valves, supplying the clubhouse and pump house at this time.  To avoid flooding, multiple valves and pipe assemblies <u>must</u> be re-assembled before this to avoid flooding.
** During the opening, the cover will be removed, folded, and placed on the deck.  It is the responsibility of B&G to move and store it in the shed.
** During the opening, the cover will be removed, folded, and placed on the deck.  It is the responsibility of B&G to move and store it in the shed.
* Lubricate the pump motor using the grease gun located in the pump house.  Use Mobil Polyrex EM (or equivalent Polyurea grease for electric motors), 3-4 pumps per port (i.e. front and rear of the motor).  We should perform lubrication twice per season.
* Lubricate the pump motor using the grease gun located in the pump house.  Follow [[Pool Main Pump Motor#Lubrication|this procedure]].
* Clean, calibrate, install and verify proper operation of the pH and ORP probes.  Probes are expected to last 1-3 years between replacement.
* Clean, [[Probe Calibration|calibrate]], install and verify proper operation of the pH and ORP probes.  Probes are expected to last 1-3 years between replacement.
* Unplug sump pump discharge line heat tapes (optional).


=== Early May: Coordinate Spring Clean-Up ===
=== Early May: Coordinate Spring Clean-Up ===
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* Powerwash all concrete surfaces (including the front pad between door and driveway).
* Powerwash all concrete surfaces (including the front pad between door and driveway).
* Install ceiling fans in the large pavilion (stored in the basement).
* Install ceiling fans in the large pavilion (stored in the basement).
* Install tennis, volleyball, and tetherball nets.
* Install tennis and volleyball nets.  Install the tetherball.
* Assemble, clean, and test the gas grills.  The gas supply valve is in the basement utility room.
* Assemble, clean, and test the gas grills.  The gas supply valve is in the basement utility room.
* Install the large umbrella.  The folding mechanism may need to be lubricated.
* Install the large umbrella.  The folding mechanism may need to be lubricated.
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* Support the pool manager and staff to address maintenance concerns.
* Support the pool manager and staff to address maintenance concerns.
Near the end of the season, schedule pool closing and winterization with the contractor.  Usually, they will reach out before Labor Day with a proposed closing date.


== Post-Season Tasks ==
== Post-Season Tasks ==
=== Early September: Closing Activities ===
Unless otherwise requested, the pool and club are typically shut down shortly after Labor Day.
* Remove the ceiling fans from the large pavilion.  As of 2020, duplicate mounts have been installed in the basement ceiling joists for safe storage.  Removing the fans is very important; high winds during winter can cause the fans to rotate at high speeds, damaging fan blades and/or the vinyl ceiling of the pavilion.
* Be on-site for pool closing and winterization with the contractor.  Historically, this takes about 6 hours.
** The contractor will:
*** Pump the pool down to about 16 inches below the gutters.
*** Add pool shock to the remaining water (100 lbs).
*** Remove ladders and railing.
*** Remove the diving board (unless a separate contractor is used).
*** Drain and air purge all water pipes.
*** Add antifreeze (about 15 gallons total) to all drain traps.
*** Remove all drain plugs and disassemble fixtures as needed in the pump house.
*** Install the pool cover.
** Ensure that all parts removed (particularly in the pump house) are properly stored/labeled.  In the past, some parts have been lost, adding cost and delays to opening.
** Identify any issues found and make plans to resolve them by the next season's opening.
* Remove and store the pH and ORP probes off-site per the manufacturer's recommendations (must be kept in solution and above freezing temperatures).
* Turn the [[Water Gate Valve|water gate valve]] at the street and request water meter removal by the city.
* Turn off all labeled seasonal circuits in the pump house breaker panel.  Ensure that the sump pump and dusk-to-dawn lighting circuits remain on year-round.
* Coordinate bringing in a swim team (via the [[Board President|president]]) to help with fall cleanup and be on-site the day of.  The team typically will:
** Move and stack all tables, chairs, games, benches, and garbage receptacles under the large pavilion.
** Remove nets and umbrellas (with B&G support).
** Perform any other requested clean-up activities on an as-needed basis.
* Cancel garbage pickup.
=== Before November: Prepare for Winter ===


We must perform the following tasks (in no particular order) after Labor Day but before the onset of freezing temperatures.
We must perform the following tasks (in no particular order) after Labor Day but before the onset of freezing temperatures.


* Confirm pool closing and winterization with the contractor.  Usually, the contractor will reach out before Labor Day with a scheduled closing date.  Once winterization is complete, we will shut off water to the building.
** Ensure that all parts removed (particularly in the pump house) are properly stored/labeled.  In the past, some parts have been lost, adding cost and delays to opening.
** Identify any issues the contractor finds and make plans to resolve by the next season's opening.
* Turn off the water gate valve at the street and request water meter removal by the city.
* Remove and store the pH and ORP probes off-site per the manufacturer's recommendations (must be kept in solution and above-freezing temperatures).
* Remove the ceiling fans from the large pavilion.  As of 2020, duplicate mounts have been installed in the basement ceiling joists for safe storage.  Removing the fans is very important; high winds during winter can cause the fans to rotate at high speeds, damaging fan blades and/or the vinyl ceiling of the pavilion.
* Contract a firm to handle snow removal from November through March.  We must clear the sidewalks; the club will violate city ordinances [https://library.municode.com/mi/livonia/codes/code_of_ordinances?nodeId=CO_TIT12STSIPUPL_CH12.04STSI_12.04.370SINOICRE 12.04.370] if they're not cleared appropriately.  Typically, the parking lot is not cleared (except for a small portion near the entrance).
* Contract a firm to handle snow removal from November through March.  We must clear the sidewalks; the club will violate city ordinances [https://library.municode.com/mi/livonia/codes/code_of_ordinances?nodeId=CO_TIT12STSIPUPL_CH12.04STSI_12.04.370SINOICRE 12.04.370] if they're not cleared appropriately.  Typically, the parking lot is not cleared (except for a small portion near the entrance).
* Cancel garbage pickup.
* Drain the power washer pump and hose.  Add fuel stabilizer.  Perform seasonal engine maintenance as needed (changing oil and plugs).
* Drain the power washer pump and hose.  Add fuel stabilizer.  Perform seasonal engine maintenance as needed (changing oil and plugs).
* Ensure sump pump discharge line heat tapes are plugged in.
* Move test and calibration reagents off-site to a location not subject to freezing temperatures.
* Move test and calibration reagents off-site to a location not subject to freezing temperatures.


The muriatic acid (31.45 % HCl) has a freezing point below -50 &deg;C.  The chlorine tabs can withstand freezing temperatures without issue.  Both can remain stored in the shed and pump house, respectively.
The muriatic acid (31.45 % HCl) has a freezing point below -50 &deg;C.  The chlorine tabs can withstand freezing temperatures without issue.  Both can remain stored in the shed and pump house, respectively.


== Other Tasks (as needed) ==
== Off-Season Tasks ==
 
During the off-season, visiting the club and walking the grounds are important tasks.  Look for:
 
* Water in the clubhouse basement or lower level of the pump house.  Verify that the sump pumps and heat tape are functional (particularly in the cold months).
* Signs of potential animal entry into the clubhouse, pump house, or shed.
* Signs of vandalism or unauthorized entry to the club.
* Damage to facilities due to major weather events.
* Excessive pool water level.  During closing, the pool level is reduced to about 18" below the gutter level.  This allows for some amount of fill during the off-season without risking gutter freeze.  If the water level approaches the gutter level (within a few inches), drainage or pumping down may be required.
 
== Other Tasks ==


* Participate in [[Power Failure Response|power failure response]].  Have a plan to provide backup power (i.e. a generator) before predicted storms.  This is applicable year-round.
* Participate in [[Power Failure Response|power failure response]].  Have a plan to provide backup power (i.e. a generator) before predicted storms.  This is applicable year-round.
* Ensure that the metal trough between the shed and the pump house is cleared of debris, and that water leaks are not present.  This is only necessary if the shed remains directly adjacent to the pump house (not an ideal design).
* Ensure that valleys (formerly a straight metal trough prior to 2021) between the shed and the pump house are cleared of debris, and that water leaks are not present.
* Periodically walk the grounds during the off-season.  In particular, look for:
** Water in the clubhouse basement or lower level of the pump house.  Verify that the sump pumps and heat tape are functional (particularly in the cold months).
** Signs of potential animal entry into the clubhouse, pump house, or shed.
** Signs of vandalism or unauthorized entry to the club.
** Damage to facilities due to major weather events.
* Work with the manager to ensure that the following tasks are completed periodically:
* Work with the manager to ensure that the following tasks are completed periodically:
** The pool deck is cleaned, by leaf blower and/or power-washing.
** The pool deck is cleaned, by leaf blower and/or power-washing.
* Maintain the [[Asset Registry]].


== Inspections ==
== Inspections ==
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== Hiring Contractors ==
== Hiring Contractors ==


In general, the preference is to "hire within" and utilize the members' skills to complete work.  However, some tasks require licensed professionals and/or are outside the capabilities of the members.
Generally, the preference is to "hire within" and utilize the members' skills to complete work.  However, some tasks require licensed professionals and/or are outside the members' capabilities.


All work should be approved by the board (or a subset of the board, where appropriate) before project kick-off.  For large projects (particularly those above $1,500), we should obtain three bids.  This is subject to the board's discretion; some jobs may require hiring a specific contractor, for instance.
All work should be approved by the board (or a subset of the board, where appropriate) before project kick-off.  For large projects (particularly those above $1,500), we should obtain three bids.  This is subject to the board's discretion; some jobs may require hiring a specific contractor, for instance.
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