Board Building and Grounds

The Building and Grounds volunteers are responsible for maintenance and improvement of 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).

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

Job Description

• Attend monthly board meetings (minimum 80%).
• Monitor budget specific to the upkeep and maintenance of the pool and grounds.
• Participate in the Steak and Corn Roast on Labor Day weekend.

Onboarding

• Become familiar with the pool systems.
• Understand the basics of pool maintenance. The manager and staff are responsible for the day-to-day, but it is important that B&G volunteers understand pool operation as part of their maintenance and improvement duties.
• Briefly review the club history and become familiar with the planned capital needs (link TBD).
• Review the building electrical diagrams.
• Learn about Sloan flush valves and the operation of commercial toilets.

Pre-Season Tasks

Mid to Late Feburary: Purchase Pool 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 has the potential to save us money. Take advantage of early buy discounts and to minimize subsequent order delivery charges.
• A large quantity of Accutabs (calcium hypochlorite) and hydrochloric (muriatic) acid will be required. To a lesser extent (depending upon existing inventory), calcium chloride, sodium bicarbonate and stabilizer will be needed. A new (Taylor) test kit is always required for the season.

Late March to Early April: Water and Pool Opening

Opening day for members is typically scheduled for the Thursday prior to Memorial Day (which is 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.
  • Once the water meter is installed, it is our responsibility to open the water gate valve near the street. The city will no longer support turning the gate as of 2021.
  • Do not turn on the water in the building at this point; doing so may void any warranty or guarantee provided by the contractor during winterization.
• Coordinate pool opening with the contractor.
  • The water meter must be installed first.
  • The pool should be opened at least one week prior to the club's opening day. Ideally, it should be opened much earlier (in April) to provide sufficient time to balance chemicals, solve issues, etc.
  • The water valves, supplying the clubhouse and pump house will be opened at this time. Note that multiple valves and pipe assemblies must be re-assembled prior to this to avoid flooding.
  • During 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). Lubrication should be performed twice per season.
• Clean, calibrate, install and verify proper operation of the pH and ORP probes. Probes are expected to last 1-3 years between replacement.

Early May: Coordinate Spring Clean-Up

The spring clean up is an effort led by B&G along with the board. It is typically scheduled for the first or second Saturday in May. Historically, a boys and girls swim team is hired to do a bulk of the work. Work with the Board President to coordinate. Members are encouraged to participate as well.

Preparation and Notes

• Order mulch, as needed. The recommended amount is 11 to 15 yards of hardwood mulch.
• Purchase leaf bags as needed (check the shed first). Have at least 30-40 on hand.
• Ensure that the following supplies are available:
  • Rakes, shovels, trowels, leaf blower(s) and extension cords.
  • Buckets, scrub brushes and soap (for cleaning pavilion tables, pool deck furniture).
  • Wheelbarrows (to haul mulch/sand; may need to borrow additional from members).
  • Work gloves (club has an assortment on-hand; individuals may want to bring their own).
  • Donuts, coffee, bottled water and other snacks are usually on-hand. Work with the rest of the board for volunteers.
• The hired lawn crew does not trim trees or maintain landscape beds - this should be part of the clean-up.
• Power washing the pool deck in advance may be desirable (before chairs/lounges are placed).

Swim Team Tasks

B&G is responsible for guiding the swim team effort, which may include:

• Move pool deck furniture from the pavilion to the pool deck.
• Move the fire pit, pavilion tables, etc., in preparation for power washing.
• Wash and scrub pool deck furniture with soap.
• Spread mulch.
  • Ensure sufficient coverage on the playground.
  • Make sure excessive mulch is not piled up against the clubhouse masonry.
  • Spread elsewhere on the property, especially within fenced-in areas.
• Haul and spread sand to the volleyball and tetherball courts (as needed - may not need be done every year).
• Move chemical supplies to pump house (chlorine tab buckets) and shed (acid boxes/bottles).
• Move pool cover into shed.
• Haul scrap materials from off-season projects as needed.
• Place wooden picnic tables around grounds.
• Clean up leaves, sticks, etc., from the grounds.
• Clean debris/weeds out of gravel around pump house, perimeter of pool.
• Clean and distribute trash and bottle recycling receptacles.
• Pull weeds.

Member and Board Tasks

The tasks below are recommended on an annual basis. Additional tasks and projects may be added as needed.

• Thoroughly clean the club house, pump house and shed (in decreasing order of priority).
• Power wash all concrete surfaces (including the front pad between door and driveway).
• Install ceiling fans in the large pavilion (stored in the basement).
• Install tennis, volleyball and tetherball nets.
• 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.
• Scrape (power wash) paint and/or repair hardware on wooden picnic tables (may not be needed every year).
• Trim bushes and trees.
• Plant flowers (this may be delayed until mid-May to avoid frost risk).

Mid May: Prepare for Opening

• Start regular dumpster pickup service (once per week on Friday). If needed, the pickup frequency may need to be increased to twice per week (Friday and Monday) to accommodate the extra waste generated during busy weekends.

Operating Tasks

• Support the pool manager and staff to address maintenance concerns.

Post-Season Tasks

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

• Confirm pool closing and winterization with the contractor. Usually the contractor will reach out prior to Labor Day with a scheduled closing date. Once winterization is complete, water to the building will be shut off.
  • 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 by the contractor 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 in 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 November through March. The sidewalks must be cleared; the club will be in violation of city ordinance 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).
• 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 °C. The chlorine tabs are able to withstand freezing temperatures without issue. Both can remain stored in the shed and pump house, respectively.

Other Tasks (as needed)

• Participate in power failure response. Have a plan to provide backup power (i.e. a generator) prior to 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 as long as the shed remains directly adjacent to the pump house (not an ideal design).
• Periodically walk the grounds during the off-season. In particular, look for:
  • Water in the club house 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 club house, 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:
  • The pool deck is cleaned, by leaf blower and/or power-washing.

Inspections

City of Livonia

The city conducts an annual inspection for swim club certification. During this inspection, violations related to the facilities will be identified and will require correction (and a follow-up visit). A building in disrepair, code violations (electrical or otherwise) and safety issues are all candidates to be flagged.

Other

• The boiler must be inspected per the insurance company and state. The inspector that visited in August 2020 indicated that the next inspection would not be due until 2023. A CSD-1 form must be filled out as part of (or prior to the inspection). This form is to be kept on-file both near the boiler and in a binder in the club house.

Hiring Contractors

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

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

Paperwork

As requested by the treasurer, all contractors must provide a Certificate of Insurance prior to arriving for work. In addition, the following are requested where possible:

• General Liability Policy
• Hired Auto or Non-Owned Auto Policy
• Workers' Compensation
• Umbrella Policy
• Additional Insured (not common)
• Waiver of Subrogation (not common)

A W-9 is also necessary for tax purposes (may not necessarily need to provide up-front). The official name of the club is "Fairway Farms Swim & Tennis Club, Inc.", where needed.

Off-Season Work

Ensure that contractors are aware in advance if the building will not have running water (during the off-season). It may be advisable to mark toilet stalls as "out of order" as a reminder (based upon past experience). The clubhouse has no insulation; some warming may be possible via electric heat, though be mindful of the cost. The basement will typically dip into the 40's or 30's mid-winter.

Lessons Learned

• The property has a very high water table. This has several implications
  • The sump pump in the pump house is crucial; without it, flooding can occur relatively quickly. The sump pump must be left on all year long.
  • The sump pump in the club house is important, but less crucial. The original drain tile system (from 1967) along with remnants of an internal drain system (added at an unknown date) provide drainage into the city (sanitary) sewer. Prior to 2021, this was the primary drainage system. In an effort to "dry out" the basement, a sump pump (along with new drain tiles) was added in January 2021.
  • Relative humidity levels exceeding 70 % have been observed in the club house basement, even in February. It may be necessary to run a dehumidifier even in the winter months. This may require some care (use the timer setting to defrost) as ice build-up at low temperatures is possible.
  • Monitor the basement walls and floor, particularly during the spring thaw and following heavy precipitation to ensure. Mold issues (last remediated in 2020) can be likely be avoided if diligent.
• In general, the network equipment should be left on all winter long. This is particularly true for the battery backup units (UPS units) to maintain battery integrity.

Chemical Storage

• It is very dangerous to store acid (i.e hydrochloric/muriatic) and chlorine (i.e. calcium hypochlorite) in close proximity to one another. If the two come in contact, the chemical reaction produces toxic chlorine gas. Therefore, the chemicals are stored as follows:
  • The stock of acid (in sealed plastic jugs) is to be stored on the shelves in the shed.
  • The stock of chlorine (in sealed buckets) is to be stored in the pump house, stacked at most three high.