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.

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.
• 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 gate valve near the street. The city will no longer support turning the gate valve as of 2021.
  • Do not turn on the water in the building at this point; doing so may void any warranty or guarantee provided during winterization.
• Coordinate pool opening
  • 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 club house 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.

Early May: Coordinate Spring Clean-Up

The spring clean up is an effort

• • Order mulch, as needed.
    • The recommended amount is TBD.
    • Ensure that mulch is evenly spread, and not excessively so near the masonry.
  • Purchase leaf bags
  • Ensure that the necessary yard tools are available.
  • The hired lawn crew does not trim trees or maintain landscape beds - this should be part of the clean-up.
  • Clean deck chairs and place on the pool deck.
  • Set up and clean tables (pavilion and grounds).
  • Clean up leaves, sticks, etc., from the grounds.
  • Clean the clubhouse.

Other

• Install ceiling fans in the large pavilion (stored in the basement).
• Clean and distribute trash and bottle recycling cans.
• 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.

Post-Season Tasks

• 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.

Other Tasks (as needed)

• 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.

Inspections

• 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.

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.

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.