2022 Meeting Minutes

THOA Board Meeting Notes

6:30pm - 2/24/22

• Attendance: Brian, Morgan, Andrew, Bethany
  
  

• DUES UPDATE

  • Current annual dues $325 (up from $275 in 2018)

  • Proposed increase to $375

    • Board vote (Morgan motioned, Andrew second) - 4 yes, 0 no

    • Dues will likely increase again the following year
      
      

• BUDGET

  • Costs are increasing every year (gas, phone, etc.)

  • Need to build reserves for necessary pool maintenance and reserve fund

  • 2 lots past due from the current year (lots 4, 29) 

    • Late statements will be sent out by Brian

  • Spent more money in 2021 on increased pool fees ($3000) and picnic ($1500) which we did not have in 2020

  • $3000 insurance bill due soon
    
    

• POOL

  • January 21 Report from pool company (USA pools):

    • 1 new applicant

    • Training course May 7, Soft opening 5/21

    • Pool opening date Saturday, May 28

    • Do lifeguards need to be trained again? New guards only?

  • Schedule meeting with Morris and THOA board before annual meeting

  • Opening date, update on operating hours

    • MHS start date Tuesday 8/16 (freshmen), Friday 8/19 (all)

    • Fremont start date Wednesday 8/17
      
      

• THOA Annual Board Meeting

  • Date/Time: Wednesday, April 6 or Tuesday, April 5

    • Zoom will be option as well

  • Post on Facebook/Website - Bethany

  • Reserve space at the fire station - Morgan will call

  • Presentation? (Last Year’s Presentation for reference) - Morgan

  • Meet again prior to annual meeting

    • Wednesday, March 16 - 6:30pm
      
      

• TO-DO

  • April

    • Swimming Facility License - Lake County Health Department: The Lake County Health Department will send out a letter (form?) around the first of March requesting $208 to PO Box 528. A check should be mailed to them and in a week or two we should have a Swimming Facility License which needs to be posted in the pool house. The county may come by the pool during the year for an inspection.

    • Water - Village of Mundelein: The Village should be called to turn on the water before the pool company arrives, probably mid April.

    • RPZ valve - Plumber: After the water is turned on a plumber should be called to certify the RPZ valve in the pool house.

    • Gas – Nicor: Nicor should be called in late April to turn on the gas. This needs to be done before the pool company arrives. (done)

  • May

    • Pool: At the first of May, pool company should be called to get the pool ready.

    • Telephone – ATT: To activate the phone in May call ATT at (888)407-4011 (?)

    • Landscaping around the pool  - landscape company: Landscaping company should be contacted in mid May to take care of the area around the fence

    • Power wash pool furniture  - THOA

      • Tentative date: Saturday, May 14

    • Print and laminate pool passes

    • Pool Pass Pickup

      • Tentative Dates: Saturday, May 21 and Wednesday, May 25

    • Items for the Pool House – THOA

      • Toiletries and janitorial supplies for the bathrooms such as soap, toilet paper, etc need to be purchased before the pool opens

      • Check that attic fan runs; water heater works

      • Certify the fire extinguisher in the pool house (International Fire Equipment in Lake Zurich)

    • Violations to address - emergency lighting, fire extinguisher, check for smoke alarm (new batteries??)

6:30pm - 4/18/22

• Attendance: Andrew, Dave, Morgan, Wayne, Victoria, Elise, Maxwell, Bethany, Brian
  
  

• Welcome new board members/positions

  • President - Andrew

  • Vice President - Maxwell

  • Treasurer - Wayne

  • Secretary - Bethany

  • Social Chair - Victoria

  • General Board Members - Dave, Elise, Brian
    
    

• Annual Meeting Notes

  • Need slides from Morgan and will post on website
    
    

• POOL - 

  • Trying to schedule a meeting with Morris
    
    

• Pool Passes

  • Need to be printed, cut, and laminated

    • Victoria will print

  • Last year, we said all passes would get clips and we would require them to be clipped to the lifeguard binder

    • Brian will get laminating sheets and look into clips
      
      

• Directory

  • Possibility of electronic directory, by request?

  • Print updated contact form to have people fill out at pool pass pickup, get approval to have information shared electronically
    
    

• BUDGET

  • USA Pool payment and insurance bill due soon
    
    
    

• TO-DO (Repeat from last meeting - Any updates?)

  • April

    • Swimming Facility License - Lake County Health Department: The Lake County Health Department will send out a letter (form?) around the first of March requesting $208 to PO Box 528. A check should be mailed to them and in a week or two we should have a Swimming Facility License which needs to be posted in the pool house. The county may come by the pool during the year for an inspection. (Brian will send in)

    • Water - Village of Mundelein: The Village should be called to turn on the water before the pool company arrives, probably mid April. (Andrew will find out when it needs to be filled by)

    • RPZ valve - Plumber: After the water is turned on a plumber should be called to certify the RPZ valve in the pool house. (Brian will schedule Duane Blanton for a Monday or Tuesday)

    • Gas – Nicor: Nicor should be called in late April to turn on the gas. This needs to be done before the pool company arrives. (done)

  • May

    • Pool: At the first of May, pool company should be called to get the pool ready.

    • Telephone – ATT: To activate the phone in May call ATT at (888)407-4011 (?)

    • Landscaping around the pool  - landscape company: Landscaping company should be contacted in mid May to take care of the area around the fence

    • Power wash pool furniture  - THOA

      • Tentative date: Saturday, May 14

    • Print and laminate pool passes

    • Pool Pass Pickup

      • Tentative Dates: Saturday, May 21 and Wednesday, May 25

    • Items for the Pool House – THOA

      • Toiletries and janitorial supplies for the bathrooms such as soap, toilet paper, etc need to be purchased before the pool opens

      • Check that attic fan runs; water heater works

      • Certify the fire extinguisher in the pool house (International Fire Equipment in Lake Zurich)

    • Violations to address - emergency lighting, fire extinguisher, check for smoke alarm (new batteries??)

7:00pm - 6/27/22

• Attendance:

• Pool Update 

• Budget Update

How many lots are still unpaid?  10 Lots Unpaid

• Directory Update

  • Document has been created and shared with all who filled out directory update form and requested access

  • 54 lots have not filled out directory form
    
    

• TO-DO

  • USA Management Discussion

    • New pool company for next year

  • Block Party Planning

    • Date/activities 

  • Items for the Pool House 

    • Check on toiletries and janitorial supplies for the bathrooms such as soap, toilet paper, etc

      • Paper towels purchased, OK on toilet paper

    • Check that attic fan runs; water heater works

    • Violations to address - 

      • Change light bulbs

      • Confirm emergency lighting/exit sign are working

      • Certify the fire extinguisher in the pool house (International Fire Equipment in Lake Zurich)

      • Check for smoke alarm (new batteries??)

      • Fire alarm?

    • Address numbers on the Pool House -  1 is crooked

    • Toilets

7:00pm - 7/11/22

• Attendance: Maxwell, Wayne, Dave, Victoria, Bethany, Elise
  
  

• Landscaping Concerns

  • 2022 Contract

  • Contact Ramon’s regarding trimming of bushes hanging inside pool fence

  • Someone spray weeds? Ramon’s only removes weeds 2” or taller

  • Maxwell will call Ramon’s to confirm duties and ask them to take care of concerns
    
    

• Budget Update?

  • Another lot paid, one lot asking for payment plan
    
    

• Block Party

  • Saturday, September 3

  • Taylor Rental: 1 grill, 8 tables, 40 chairs (?) + cleaning fee

  • Call to reserve DJ - Victoria will reach out to Brian for his info

  • Elise will call village about road blocks

  • Bethany will fill out application for Leo Leathers permit

  • Print flyers (Maxwell), order door hanging bags (Dave), deliver to houses (Bethany)
    
    

  • Survey Responses

    • 12 responses (36 yes for attending dinner)

  • Volunteer Positions

    • 50 and Better - 2/4 (board members sign up?)

    • Softball Game - 1/2

    • Picnic Setup - 0/3

    • Pool Game Coordinators - 0/3

    • Check-In Table (5:00-6:00) - 2/2

    • Grill - 0/2

    • Check-In Table (6:00-7:00) - 1/2

    • Picnic Cleanup - 0/4 (Board members and others will likely just help with this)
      
      

• TO-DO

  • USA Management Discussion

  • New possible pool company

    • Water Watchers - Ryan will come by later this week or next week to see the pool in operation - Maxwell will give details when they’re coming

      • Says the company has had a hard time getting lifeguards, based out of Wheeling. Pool supervisor is an option, but might not be able to have lifeguards.

  • Block Party Planning

    • Date/activities 

      • Were there any activities discussed at the last meeting and missing from the save the date?

  • Items for the Pool House 

    • Violations to address -
      Maxwell will call fire department

      • Change light bulbs
        Victoria’s husband

      • Confirm emergency lighting/exit sign are working
        Victoria’s husband will check into this

      • Certify the fire extinguisher in the pool house (International Fire Equipment in Lake Zurich)
        Andrew/Maxwell will call to confirm

      • Check for smoke alarm (new batteries??)

      • Fire alarm test documentation
        Need to find certified company 

    • Address numbers on the Pool House -  1 is crooked
      Victoria

    • Toilets - Maxwell will purchase something to help clear the drain; continue watching

    • Maxwell bought the rubber rings for the pool umbrellas and sand for the bases

7:00pm - 8/15/22

• Attendance: Andrew, Maxwell, Wayne, Elise, Dave, Bethany, Brian, Kevin, Christen
  
  

• Landscaping Concerns

  • 2022 Contract

  • Have all concerns been addressed?

    • Max has been in contact with Ramon’s. They were short staffed. 

    • Some weeding concerns were addressed, but not very well.

    • Will look for new landscapers for next season. Be very clear on expectations with the company.
      
      

• Directory

  • Board members, fill out forms please! (I will bring them)

  • Many lots did not pick up pool passes and did not get updated
    
    

• Block Party

  • Saturday, September 3

  • Dave will do shopping. Dave, Brian, Andrew will grill.

  • Pool will be open until 9:00pm

  • Equipment rentals: Lake Street Rental: 1 grill, 8 tables, 40 chairs (?) + cleaning fee

    • Confirm with Victoria that the rental order has been placed

  • Reminder Email/Volunteer Email 

    • Any changes need to be made?

    • When to send out?
      
      

• Pool

  • USA Management/Water Watchers Discussion

    • Water Watchers Takeaways

      • Under USA all guards are 1099- good because we don't have to personally run payroll but all liability is on us if a guard gets hurt

      • They potentially could offer guards it depends on availability, when I spoke with Maggie it seemed she does not like working with USA and truly doesn't care who is paying her

      • Water watches also provides uniforms, certifications, etc at no cost to the guards (USA makes them pay for everything)

      • Water Watchers is a local company. Includes opening and closing, chemicals, maintenance.

    • Board will look into possible cleaning service for cleaning of the pool house.

    • Wayne will reach out to insurance company to inquire about policy without guards.

    • Other possible companies to look into: Aqua Guard

  • Items for the Pool House 

    • Have all violations been addressed?

    • New pool rope

    • Women’s bathroom showerhead

• Treasurer Report

• NOTES

  1. Unpaid Lots

  2. ATT

     1. Had charges for long distance service on July bill.    Called to have them removed and credited.

     2. Have not received credit and long distance on the August bill.   Will call them again. 

     3. Disconnected will need to have this reversed. 

  3. Comed

     1. Completed accounting number fix for misrouting of payments. 

     2. Should be reflected on Sept bill

  4. Accounting SW Upgrade

     1. https://www.pcmag.com/picks/the-best-small-business-accounting-software

     2. https://www.forbes.com/advisor/business/software/best-accounting-software/

     3. https://www.investopedia.com/best-accounting-software-for-small-business-5069679

     4. Quickbooks On-line continues to get high marks but would add $600 per year expense for maintenance of the software. 

     5. Freshbooks and Xero are appear to be reasonable competitors, but the migration and long term portability may be riskier. 

7:00pm - 10/19/22

• Attendance: Andrew, Wayne, Dave, Maxwell 

• Landscaping Concerns

  • New Company for next year? Any further issues with Ramon?

    • Work up RFQ package and some contact names

• New Secretary 

  • Any volunteers? Wait for next meeting (maybe when new members join)

• Block Party Debrief

  • Cost on par with last year. 

  • Turn out better than last year. 

• Pool

  • Updates for USA Management and Water Watchers 

  • Water Watchers Repair Estimate $50 due increase to cover it

  • Meet to clean-up and fully winterize - November 6th 

• New Board Members

  • Invited to next month’s meeting

• Tullamore Action Registry

  • Will be discussed more in the next meeting. 

• Treasurer Report

  • Holding off until next the next meeting. 

7:00pm - 11/21/22

• Attendance: Andrew, Max, Elise, Christen, Victoria

• New Member Welcome

  • Push for additional board members for next spring

• Secretary until April Annual Meeting

  • Any volunteers? 

• Pool

  • USA Management Contract Issue

  • Tarp for tables - Victoria