Board of Directors Meetings

Minutes of LFSC Board Meeting—January 21, 2021
via Zoom
8:15pm

Board members (9 of 11) were in attendance: David Cutitta, Geoff Egnal, Andrea Kiernan, Julian Kim, Nancy La Vigne, Maren Matal, Cathy Stocker, Chris Terry, and Steve Volkers

Pool Operations Discussion: In the interest of ensuring that our pool is operated using best practices, the Board discussed its expectations for its pool operator and developed a list based on the experiences of the 2020 season that will be shared with our long-time pool operator, Bethesda Aquatics.

Tennis report: The Board discussed the new keypad on Court #3, and options for enhancing the reliability of its operations. The Board brainstormed about ideas, including adding hard wiring to the tennis court and purchasing solar panels to help power the keypad. David will explore the possibility for investing in a solar panel at a cost not to exceed $700.

Meeting was adjourned at 8:45pm.

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Minutes of LFSC Board Meeting—February 10, 2021
via Zoom
8:00pm

All 11 Board members were in attendance: Fred Atwood, Dave Cutitta, Lara Goldmark, Julian Kim, Nancy La Vigne, Kara Maciel, Maren Matal, Cynthia Morton, Phil Petrilli, Cathy Stocker, and Chris Terry.

  1. The Board unanimously approved the minutes of the Board meetings held on December 9, 2020 and January 21, 2021.
  1. The Board discussed making some edits to the contract with pool operator Bethesda Aquatics to clarify expectations and necessary improvements.
  1. At a prior meeting, the Board had already verbally notified Bethesda Aquatics that we plan to renew their contract for the 2021 season. Now the Board has approved the contract, subject to making the edits that clarify the expectations that the Board has discussed.
  1. The Board reviewed all the standard motions and agreed to updates for the 2021 year.
  1. Tennis: Dave Cutitta gave an update on his efforts to get a keypad working on Court #3.
  1. The Board briefly discussed the need to revise the bylaws to address at least one inconsistency. We will attempt to do that this year. We would then need a vote of 2/3 of the membership to change the bylaws.
  1. Financial: For any independent contractors working for the Board, we will request that they let us know in advance if they anticipate that their monthly hours exceed an average amount.

Meeting was adjourned at 10:00pm.

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Minutes of LFSC Board Meeting—March 3, 2021
via Zoom
8:00pm

Board members (10 of 11) were in attendance: Fred Atwood, Dave Cutitta, Lara Goldmark, Julian Kim, Nancy La Vigne, Kara Maciel, Maren Matal, Cynthia Morton, Phil Petrilli, and Cathy Stocker.
Not in attendance: Chris Terry.
Chuck Montrie of Bethesda Aquatics was also in attendance.

1. The Board approved the February 2021 meeting minutes.

2. Bethesda Aquatics Report (Chuck Montrie)

Bethesda Aquatics has updated the operations manual to include information on how it hires,  promotes, conducts staff development, mentors coaches, and expectations on daily and weekly tasks.

Bethesda Aquatics has completed hiring; it has two more positions that it is going to interview for as an assistant manager; already hired one assistant manager. No more full time hiring. Optimistic that other pools will open and the club pools will watch the numbers, maybe the pool is on a reservation to start and then gets more robust as the summer moves on.

Discussed a limited Handyman Day in May. There are several underwater lights that have to be replaced. Fred Atwood will review the light manufacturer to determine if the pool can make a warranty claim for the light repairs. Rain date for the Handyman Day will be May 15. We can assign families to different spots and social distance.

Discussion ensued about whether the pool can open earlier than 11:00am on Sundays. It was discussed that would require the pool to change the covenant through a court process.

3. President’s Report (Cathy Stocker)

Plans for membership meetings to preview the season

Planning one or two membership Zoom meetings via a Town Hall for Equity Members and Senior Emeritus on March 18 and April 14, respectively.

Discussion ensured regarding the End of Season and Full Season Guest accounts having tennis privileges and whether to limit End of Season Guests to not have tennis privileges or Full Season Guests to have no reservation privileges. A motion was made to approve changes to the grid but the motion did not pass. The Board agreed to create a subcommittee and to revisit the idea at the next meeting.

4. Vice President’s Report (Nancy La Vigne)

The Board reviewed the Standard Motions with updated dates and revisions. Dues deadline will be March 22, 2021. End of Season Guest privileges – only children registered for the teams can be on pool premises when they are in practice. The Board approved a motion to adopt and approve the Standards Motions, as revised.

5. Treasurer’s Report (Julian Kim and Lara Goldmark)

The Board discussed the Conflict of Interest form and it was recommended that the Board add additional language for a de-minimus exception. Julian will propose some language to exempt de-minimus investments. Julian discussed the financial statements and preparation for the tax returns.

6. Tennis Report (Dave Cutitta)

The electronic lock went live on Court 3, posted signs with some instructions and working great with positive feedback.

7. Membership Report (Cynthia Morton and Fred Atwood)

The Committee is working with Linda to get all members’ letters out for the dues.

Discussion ensued regarding allowing Senior Emeritus to use Early Bird privileges and the use of lap lane privileges. Will depend on what the County allows when we reopen. When we re-open we won’t be any more restrictive than last summer and hopefully less restrictive. The Board voiced a preference to be flexible and will be reviewing former communications about Senior Emeritus’ rights and privileges.

8. Social Planning (Chris Terry and Phil Petrilli)

The Committee discussed bringing more food trucks and starting up some food offerings earlier. There is also an opportunity for a book club based on a neighborhood pool theme. The pool is limited on the number of events we can do to 3 adult parties.

9. Swim and Dive Season (Julian Kim, Maren Matel, and Kara Maciel)

The Committee discussed that it was in planning discussions with the Swim Team and Dive Team Reps about a summer season. Working with Bethesda Aquatics on hiring coaches for the swim team. As a Board, we support the exploration of a swim season if the leagues support the competition. The Board has given the teams approval to recommend hiring of coaches and to have a team. The Board will revisit the grid on practice times. We can host dive meets during our regular dive meet times if they can ensure social distancing. We will operate within the framework of the MoCo rules. It was suggested that the teams send a survey to find out whether people may want to enroll and the numbers for morning and afternoon swim and dive times. The spirit of the Board is that we make this work.

Meeting was adjourned at 10:12pm.

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Minutes of LFSC Board Meeting—April 7, 2021
via Zoom
8:00pm

All 11 Board members were in attendance: Fred Atwood, Dave Cutitta, Lara Goldmark, Julian Kim, Nancy La Vigne, Kara Maciel, Maren Matal, Cynthia Morton, Phil Petrilli, Cathy Stocker, and Chris Terry.
Chuck Montrie of Bethesda Aquatics was also in attendance.

1. The Board approved the March 2021 meeting minutes.

2. Bethesda Aquatics Report (Chuck Montrie)

Bethesda Aquatics reported that it has hired its operations team for the summer season, including two Assistant Managers and many lifeguards, and is working to update the staff manual and provide additional staff training. Lifeguards will have a new guard class on May 22-23 and the recertification class for lifeguards and swim and dive coaches will be the following two days. Certification lasts three years.

The water was turned on at the pool, and Bethesda Aquatics will be doing some plumbing repairs, including replacing all three of the drinking fountains’ valves and repairs to the hot water heater. The Board moved to approve up to $3,000 in repair expenditures. A contractor will come to the pool to conduct the light replacement and the pump inspection on May 7. Bethesda Aquatics asked that Buildings and Grounds speak to a landscaper to add more dirt and gravel to allow the path to become firmer for the chlorine truck when it arrives. The water is also on to the drinking fountain for the tennis courts, but it was discussed that it should be covered which Bethesda Aquatics will handle.

Discussion ensued about MCSL’s exemption to increase the limits on the number of swimmers in the lane to 6 from official swim team practices and meets, which was granted. The Board will continue to monitor County guidance before developing additional health and safety policies before the pool opens.

3. Tennis Report (Dave Cutitta)

The new online tennis reservation system was discussed, and the goal is to have it go live by April 19. Discussion ensued over whether to have someone present to enforce the schedule. It may be possible during some of the peak times, but likely not all of the time. Discussion continued over the confusion about whether the reservation system applied to family or to each member for the limit of two hours per day and no more than three hours per week. The Board agreed that the most practical way is to apply the limits to each member, not the family. The Board discussed that everyone should make an effort to check that the courts are locked and being used properly.

Discussion continued from the prior meeting about extending tennis privileges to Full Season Guest versus End of Season Guest accounts. Motion was made to allow privileges to Full Season Guests but not to End of Season Guests. The motion passed.

4. Membership Report (Cynthia Morton and Fred Atwood)

Cathy gave a shoutout to Cynthia and Fred for work on membership. The pool had 10 [ended at 13] Equity Member resignations so that those spots will be offered to individuals on the waitlist. There were 33 equity members who asked to go inactive for the season. Inactive members cannot come to the pool or use the courts, and they cannot be guests of other members. Linda will be communicating to those families who can be offered Full Season Guest swim privileges. It was decided that the Board will see how many accept and whether there should be a second round of offers. Several Board members were in favor of filling as many of the Guest slots as possible.

For Senior Emeritus accounts, last year, the Board allowed them to have a waiver with no dues payment, or if they paid their dues they could apply it to this year. No waivers will be granted this year. On April 14, the Board is holding a Town Hall to answer questions and on April 15 registration will open. Senior Emeritus accounts will be able to buy up to 10 Daily Guest Passes and use them for themselves. Discussion ensued over when Early Bird will be and who will have access.

5. Treasurer’s Report (Julian Kim and Lara Goldmark)

Julian reported that the Board filed our Form 990 and there may be some tax owed for prior years.  Julian recommended that the Board talk to a CPA who handles MD non-profit returns to confirm what is being filed, and what is needed to file to ensure the Board is doing what it can as part of its oversight role. It was decided that it was worth the investment and to get several bids.

Julian reminded everyone to complete the Conflict of Interest form.

6. Communications (Nancy La Vigne)

It was discussed whether to re-activate the LSFC member listserv, which would be the unofficial pool listserv. The Board supported that idea.

7. Swim and Dive Season (Julian Kim, Maren Matel, and Kara Maciel)

Bethesda Aquatics is considering several great candidates for the Swim Head Coach position. The Board expressed an interest in candidates from the community. For Dive, Sarah Halpern will return as Head Coach.

We are looking forward to Swim Team and Dive Team seasons and getting information on what we need to do as a Board, but expressed a general feeling of comfort with some kind of season knowing it will be different and dictated by what the swim and dive leagues are developing with the county. The Board reaffirmed its intention to participate in both leagues working with the county to have meets. The first meets are scheduled for the week of June 14-20 [Time Trials date is unknown]. Spectators likely will not be allowed at the meets, so discussion ensued about the installation of cameras or other live streaming of the meets. Participants will have to sign waivers, and we will put the language developed for this season in the waivers.

Kara will communicate the Board’s commitment with Swim and Dive reps.

The Board agreed to table any discussion of pool usage until May.

8. Social Planning (Chris Terry and Phil Petrilli)

Chris and Terry will reach out to members to get some food trucks. Some movies are set up the weekend before Memorial Day or on Memorial Day. The pool can sponsor 3 kid events and 3 adult events.

9. Operations (Dave Cutitta)

Looking ahead to Handyperson Days: May 1 and May 8.

Meeting was adjourned at 10:00pm.

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Minutes of LFSC Board Meeting—May 5, 2021
via Zoom
8:00pm

Board members (10 of 11) were in attendance: Fred Atwood, Dave Cutitta, Lara Goldmark, Julian Kim, Nancy La Vigne, Maren Matal, Cynthia Morton, Phil Petrilli, Cathy Stocker, and Chris Terry.
Chuck Montrie and Teri Tomlin of Bethesda Aquatics were also in attendance.

1. The Board approved the April 2021 meeting minutes.

2. Bethesda Aquatics Report (Chuck Montrie)
There are a few items remaining to be resolved in order to complete the county inspection:

  • Underwater lights are being replaced (Dave has confirmed the specifications and has an appointment with installers). Should be done in a week.
  • Pump will be evaluated again by the HydraTech firm. The recommended minimum flow rate is 575 gallons/minute; traditionally a 10% differential has been allowed. The pump since installed has tended to run at 550. It is possible the regulations may be interpreted differently this year. This relates to how chlorinated the pool is. The underlying state code has not changed. On Friday the HydraTech firm will give LFSC a diagnosis of what it would take to get to a higher flow rate. If needed, the Board will vote on additional work for the pump – look out for a message from Cathy on Friday.
  • Two small plumbing items in the men’s bathroom.

Staffing
Coach applications and hiring are progressing. Bethesda Aquatics has offered the head coach position to Ian Shepel and he accepted. A subgroup of Board members involved with the swim and dive teams will meet to look in more detail at the history of salaries to recommend salary ranges for the remainder of the coaching staff. Bethesda Aquatics will start scheduling interviews with Sarah for assistant dive coaches.

Capacity
LFSC applied for and was granted two waivers – meaning it will be possible to have more than 1 person per lap lane, and also to hold in-water instruction.

Social distancing rules and other restrictions are still in place; LFSC will apply for additional waivers as deemed necessary. Based on square footage, the pool should theoretically be able to handle 200 people, however there are concerns that this may feel crowded and that it will be difficult to enforce social distancing.

Furniture was placed with 6 feet between family groupings. Current guidance appears to require 6 feet between non-household members outdoors. It appears that wading pools are now available. Cathy will be writing to clarify as the logic of the changes to the restrictions does not seem 100% clear or consistent.  (https://www.montgomerycountymd.gov/covid19/reopening/requirements/pools.html)

For now, plans are to open the pool with a limit of 150 persons allowed through the reservation system (double the limit at the end of last year). Bethesda Aquatics will provide additional data to see if it may be possible to raise this limit: (i) count the furniture on the deck, and (ii) check gate records from 2019 gate check-ins to see how many people were actually at the pool during peak times (pre-COVID).

A motion was made and passed to approve $1,200 in extra staffing costs in order to cover the early bird lap swim period. The reservation system will be programmed to handle 2 people per lane.

The reservation system is going through some updates. System will look similar to last year. Each member having seven guaranteed reservations per week will remain, but based on availability, additional reservations will be offered on a walk-up, first-come first-served basis.

Preparation for opening
There will be a lifeguard certification class held the weekend before opening. Possibly additional classes during the week will be held, if there is interest from community members. A number of swim tests will be administered as well.

Cathy will send a Sign-up Genius, to ensure Board coverage during Memorial Day Weekend. Cynthia will coordinate to ensure there is training on the Chrome Book system for checking people in. Cathy encouraged Board members to be trained on the system. This year pictures of members will be needed. Staff meeting is likely to be Friday before opening.

The Thursday before opening, for the Swim Team, there will be a back-to-pool night, with a sign up to ensure social distancing. Swimmers can get sized for suits, etc.

3. Tennis Report (Dave Cutitta)
Two replacement nets are being purchased for the pickleball courts. People seem to find the tennis reservation system pretty intuitive even when using the mobile application. Dave is working with Linda on some server overload issues.

4. Membership Report (Cynthia Morton and Fred Atwood)
Cynthia reported all Equity Members have paid. Offers were made to 111 Full Season Guests. Two of those were adjoining and confronting neighbors. There is high interest in the pool. Thirty-four Equity Members went inactive and there were 11 resignations. Senior Emeritus registration was later this year; this gave the Board the opportunity to address questions they have. Quite a few are renewing for this year. Those dues will be paid by May 10. The number of End of Season Guests has not yet been determined. Will need to be discussed in light of Swim and Dive Team usage, and capacity. One person’s membership application was discovered to have been lost; this will be resolved.

5. Treasurer’s Report (Julian Kim and Lara Goldmark)
Julian reported that we have renewed our flood insurance. The amount is tied to building insurance amount. A motion was made and passed to ratify the expenditure and umbrella package insurance for a total of up to $20,000.

Julian and Lara interviewed three potential bookkeepers. Two of them have the experience necessary. We intend to allow them to take a look, remotely, at what is in Quick Books to get a sense of the level of effort it would take to make the records more consistent and come up with some written guidance for processes. There may be an initial consulting assignment needed which could cost about $3-5000. Objective: to rationalize QBO file and better link with Member Splash. Following that, the selected bookkeeper would only need to work a few hours per month to maintain and reconcile records.

Julian has extended property tax filing deadline until July. Will be hiring someone to work on this. Julian will prepare income statements and balance sheets for the last period.

6. Communications (Nancy La Vigne)
John Crupi is ready to re-activate the LSFC member listserv, waiting until Linda has membership list. On the to-do list is to develop a FAQ sheet.

7. Swim and Dive Season (Julian Kim, Maren Matal, and Kara Maciel)
A meeting to discuss this will be held separately. Swim and Dive Teams are expected to hold normal hours. In addition, they will be invited to hold practice Monday morning on Memorial Day.

8. Social Planning (Chris Terry and Phil Petrilli)
Chris is working on a plan to have food trucks that do pick up only. He is also working on a letter that goes to adjoining neighbors. Chris will check what the electric requirements are for the trucks to see if generators can be replaced with a connection to the pool house. Working on organizing two movie nights in early June. Planning ahead for when county vaccination rate gets above 50% it will be possible to plan a social event.

9. Operations (Dave Cutitta)
Handyperson Day on May 1 went very well! Lots of work done. Looking ahead to May 8, there will be a group of girl scouts participating, there are some gardening tasks left and a number of pool tasks. It will be from 9:00am-Noon.

Meeting was adjourned at 10:00pm.

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Minutes of LFSC Board Meeting—June 2, 2021
At the Pool
7:30pm

Board members (7 of 11) were in attendance: Fred Atwood, Dave Cutitta, Julian Kim, Kara Maciel, Maren Matal, Cynthia Morton, and Cathy Stocker.
Chuck Montrie of Bethesda Aquatics, Emma (Assistant Pool Manager), Mariel Goetz, and Brian Herberger were also in attendance.

1. Bethesda Aquatics Report (Chuck Montrie)

  • Memorial Day was a busy opening weekend!
  • There have been some concerns about the women’s bathroom because water from the showers was pooling near the door and in the center of the bathroom. We could consider heavy duty shower curtains and some industrial slip mats. Cathy Stoker can call the contractors to see if we could add shower doors. The Board agreed to send a reminder to the community about appropriate shower use.
  • The pool guards are receiving a lot of questions about Senior Emeritus and they are being referred to the website. As a reminder, early bird visits, water aerobics, and tennis courts usage, do not count towards the Senior Emeritus’ limit.
  • Membership Splash has been having glitches. Linda has a test account and if someone is not able to enter a guest to a family then the guest will be signed in under Linda’s account for proper contact tracing purposes.

2. Q&A Members

  • A question was raised about children under 12 being together outside and not social distancing. The Board agreed that it is up to the parents, if they want to mask their kids between swimming.  There are no county regulations or MCSL regulations about how many swimmers can be in a pool lane or on a deck. We may have different rules for swim meets because of the integration of the communities.
  • A question was raised about diving board usage and whether there are more than 2 bounces per board. Bethesda Aquatics has instructed the staff that there are no multiple bounces except between dive practices. Bethesda Aquatics instructs all of the guards to enforce this during non-dive practices.
  • A question was raised about calling off adult swim during evening periods? The reason for the adult swim is to allow the kids to be resting for 15 minutes as the national standard. The manager has discretion not to call it if they feel that goal is being met. If there are a small number of people in the pool, generally they will not call adult swim.
  • A question was raised about the Nestling Program. The pool will have a program being held in the intermediate pool for kids who need help learning how to swim. After June 16, we can have two hours in the morning or in the afternoon to accommodate 3 kids per slot up to 40 kids.
  • A question was raised about lap swimming. Many people would like to have reservations but the system is not working well. Right now, we will watch what happens to see if we need a reservation system.

3. Financial Update (Julian Kim)

  • Julian interviewed 2 candidates for bookkeeper and he consulted with a tax return preparer who knows Maryland law, including sales and use tax on things LFSC is buying and reselling.
  • A motion was made to approve up to $5,000 for initial bookkeeping work and periodic payments through this fiscal year that ends in October 2021, and to retain a return preparer for Maryland state filings that would cover October 2021. Motion was seconded and carried.

4. Tennis Update (Dave Cuttita)

  • Planning some youth tennis group lessons through David Robinson. We would do a final review to make sure everyone is a member.
  • A motion was made to associate with David Robinson to be our tennis instructor this summer. Motion was seconded and carried.

5. Dive Team Update (Maren Matal)

Discussion ensued about the dive coach and assistant coach salaries for the Summer 2021:

  • A motion was made to pay the Head Dive Coach a salary. Motion was seconded and carried.

Meeting was adjourned at 8:50pm.

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Minutes of LFSC Board Meeting—July 8, 2021

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Minutes of LFSC Board Meeting—August 4, 2021

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Minutes of LFSC Board Meeting—September 1, 2021

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Minutes of LFSC Board Meeting—October 6, 2021

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Minutes of LFSC Board Meeting—November 3, 2021

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Minutes of LFSC Board Meeting—December 1, 2021