WMSPA Board of Directors & Pool Committees
As we are a volunteer led community organization, we rely heavily on our pool members and volunteers to help plan and run a variety of events and activities at the pool including pre-season cleanup days, social parties, Wombat swim team meets, just to name a few. Please consider signing up to volunteer for at least one event or committee this coming pool season, or for a position on the pool board, by sending a message to our pool board at firstname.lastname@example.org. The following descriptions show what our pool board does, as well as the various committees.
The Wildwood Manor Pool is governed by an elected Board of Directors, which consists of nine (9) appointed Directors. The terms are staggered and renewable upon election by the members. Each Director shall be an adult member of a family unit holding a share of stock in the Association.
The WMSPA looks for members with specific expertise to share such as advertising, building/grounds knowledge, social and fundraising events planning, financial management, as well as those enthusiastic about helping the pool grow, with a special focus on long-term planning and making important updates to the pool going forward. The pool board meets monthly, and works together to ensure that the pool experience will be exceptional for all members and demographics (swim team, swim lessons, lap-swimmers, and families).
There are four (4) or more Board Officers (defined fully and in some cases a bit dated in our bylaws).
Board Officer Positions
President: The President shall be the Chief Executive Officer of the Association, shall preside at all meetings of the members and the Board of Directors, shall be ex-officio a member of all standing committees, shall have general and active management of the business of the Association, and shall see that orders and resolutions of the Board of Directors are carried into effect.
Vice-President: The Vice-Presidents in the order of their seniority, unless otherwise determined by the Board of Directors, shall, in the absence or disability of the President, perform the duties and exercise the power of the President, perform the duties and exercise the power of the President. They shall perform such other duties and have such other powers as the Board of Directors may prescribe.
Secretary: The Secretary shall attend all meetings of the Board of Directors and all meetings of the Association and record all proceedings of the meetings of the Association and of the Board of Directors in a book to be kept for that purpose and shall perform like duties for standing committees when required.
Treasurer: The Treasurer shall have custody of the Association funds and securities and shall keep full and accurate accounts of receipts and disbursements in books belonging to the Association, and shall deposit all moneys and other valuable effects in the name and to the credit to the Association in such depositories as may be designated by the Board of Directors. The Treasurer shall disburse the funds of the Association as may be ordered by the Board of Directors, taking proper vouchers for such disbursements, and shall render to the President and the Board of Directors at its regular meetings or when the Board of Directors so requires, an accounting of all the Treasurer’s transactions as Treasurer and of the financial conditions of the Association.
Each of the Board Officers, except the Treasurer, and the remaining Board of Directors, will chair at least one major committee (out of the 8 major committees), with a season long commitment. The Committee Chair, as needed, will solicit member volunteers from the general WMSPA membership to work on the committee to achieve goals (for example, Social Events, Swim Team and Clean-up Days for Building & Grounds). There will be some overlap with some of the other committees such as for contractors, etc., so working together and communicating with the other committee chairs will be an important part of each chair’s role. The committees are as follows:
Building and Grounds: Coordinates with the handyman contractor, plans and runs a series of Clean-up Days, accesses current inventory and removal of depreciated furniture prior to the pool season in March/April, orders new inventory such as new chairs, umbrellas, etc.. Manages general repairs and maintenance.
Membership: Coordinates with the pool administrator, maintains the membership database, generates advertising for new members, organizes the member entry process, coordinates with Pool Management for direction and enforcement of pool entry procedures.
Pool Management: Evaluation/selection of the pool management company, principle POC to pool management company, interviews and approves pool manager, distributes operational checklist to pool manager for enforcement. Coordinates check in meetings with pool management, liaison to Treasurer for program payments. Works with the pool management company to resolve any issues throughout the season. Works closely with Building & Grounds chair.
Special Programs: Development of instructional swimming and other add-on programs for the membership. Evaluation and selection of program contractors, liaison to Treasurer for forecasting and fee structures.
Snack Bar and Vending Contracts: Solicitation, evaluation, and selection of pool snack bar contractor. Solicitation, evaluation, and selection of Vending Machine(s) contractor, development of contractor fee structures.
Swim Team: Principle POC to coaching contractor. Work with parent management volunteers to coordinate activities with the rest of the pool. Liaison to Treasurer for program payments and fundraising forecasting and funds appropriation.
Social Events: Conceive, plan and execute social activities for pool membership falling within allotted budget (suggest larger budget to accommodate several events to include family oriented, children oriented, and adult oriented events).
Long Term Planning: Create vision and big picture for site usage, including ADA renovation compliance (short term). Work with member survey results to guide planning. Conduct research through meeting with other pools that have successfully undergone improvements, pool renovation contractors, designers, etc. to propose a 1 to 10 year plan of development of our facility and grounds to the benefit of the membership.
Five (5) minor committees have also been identified. Minor committees are ones that have limited time commitment or are over a short period of time.
Budget: The Treasurer is to work together with other board members to propose a budget for the next fiscal year (September/October of each year).
Beautification: In addition to just cleaning up on Clean-Up Days, this committee would use the beautification donations and have a budget to make seasonal enhancements to the pool area and entrance grounds. Maintaining the enhancements is also part of this committee’s responsibilities.
Operational Manual: Create written guidelines for membership entry procedures, guest procedures, opening the pool, running, and closing the pool, Clean-up day, parties, etc.
Communications/Web Master: Create content and update pool website regularly throughout the swim season and the year.
Contract Review: Review and/or write contracts with vendors. Serve as legal contract advisory for consistency and accuracy across agreements with other vendors.
Pavilion Rentals: Coordinates Pavilion Rentals