Hey Kilkenny Farms Neighbors!!
Thank you for making it GREAT!
I want to start out by saying thank you for taking a chance in very uncertain times and joining us at the pool this Summer! I know that it was difficult to manage at times.. but all things considered, our 2020 season turned out pretty great!
Updates About Next Season
Due to the lower membership numbers and an increase in supplies costs, we do anticipate operating at a loss for 2020. Additionally, there are a few maintenance and upkeep items that we put off this year that will require attention in 2021.
There will likely be a mild increase in membership dues next year. We don’t have full details yet, but we want to share this for awareness. Our next steps include, processing through the final closing costs and coming up with a more finite picture of where we sit financially.
Our intention is to release our 2021 pricing by the time we have our Spring Kick-off Meeting in March/April. However, if the pandemic continues, things could change.
We Need YOU!
When the original Pool Board was assembled for Kilkenny Farms’ first pool season in 2018, we each committed 2 years of service to ensure stability as we were getting the business stood up. Since that time, we have had a couple unexpected transitions due to moves out of the neighborhood and time constraints. However, for 4 of us on the board, 2020 was our 3rd year volunteering.
Secretary and Event Planning/Communications Spots OPEN!
Tiffani our Secretary and Cassie our Event Planning and Communications board member have both decided not to return for our 2021 season. Please join me in thanking them for all their time and effort making our community Summers so fun!!
Due to this transition, there are 2 Pool Board spots that need volunteers for 2021. If you or someone you know is interested, please click here or send us an email at kilkennypool@gmail.com!!
The Other 2 Board Spots
Above I said that there are 4 of us who have volunteered on the board for 3 years. The other 2 positions are President and Head of Maintenance. Both Courtney and Matt are willing to return for the 2021 season, however, they also wanted to open it up to the neighborhood in the event there are volunteers anxious to fill those spots as well.
If you or someone you know is interested, please click here or send us an email at kilkennypool@gmail.com!!
Board of Directors - Condensed Roles & Responsibilities
Below is meant to give you all some more information, at a high-level, what each member of the pool board does. It is not a comprehensive list. For those interested in being new board members, it’s important to note that we are a team. We have to work together to make the pool seasons successful - so, training and guidance will be provided!
President
Serves as a backup to all other board positions in the event of absence
Serves as the top-level of escalation/communication/management for Corporation’s Employees and Vendors
Serves as the top-level of escalation/communication/management for the Corporation’s Members
Conducts board meetings and ensures that the board’s directives are implemented and monitored
Reviews reports and records, and directs board members in their roles
Maintains the relationship with the Corporation’s Insurance vendor and contact:
HUB International, Jennifer Billings
Maintains the relationship with the Corporation’s Lawn and Snow Removal vendor and contact:
Tom’s Yard Service, Tommy
Vice President
Initiates and manages recruiting and staffing of all Pool Monitor positions in time for opening day each season
Prepares and manages employee onboarding, development, and training in time for opening day each season
Conducts organizational planning, performance management and improvement systems
This includes documenting and distributing employee policies, expectations, task lists, etc.
Adheres to compliance with regulatory concerns regarding employees
Secretary
Provides board members with required meeting notices
Takes minutes at board meetings, reviews and distributes the approved minutes
Prepares and maintains the Corporation’s membership records and ensures the accuracy and security of the records
This includes:
Managing membership enrollment, communication and payment
Managing and tracking the distribution of member assigned security equipment (key fobs) and guest passes
Creating and updating membership check-in tracker for day-to-day pool use
Monitors the Corporation mailbox and distributes mail appropriately
This must be accomplished on the following schedule:
Once a week from March 1-September 30
Once a month from October 1-February 28
Treasurer
Serves as the financial officer
Ensures all the Corporation’s expenses are accounted for and paid on time
Directs the preparation of financial reports and summarizes the reports for the board
Works with other board officers to develop financial plans and prepare the Corporation’s budget
Ensures that payroll, taxes, and other accounting needs are in good standing
Reviews the annual audit and tax forms, and presents the financial material to the board
Maintains the relationship with the Corporation’s CPA vendor and contact:
Berndt CPA, Jay Mouille
Maintains the relationship with the Corporation’s telecom vendor:
TDS
Head of Maintenance/Maintenance Team (2 roles working on maintenance)
Plans and arranges all activities involved with opening the pools, pool area, and bathrooms in the Spring
Plans and arranges all activities involved with closing the pools, pool area, and bathrooms in the Fall
Maintains the proper chemical balance for each pool and good water quality
Maintains the pools and all water features using proper chemicals and cleaners
Diagnoses, repairs and maintains swimming pools, water systems, filter systems, pumps, and other equipment
Trains new workers in work methods and assists workers in pool maintenance, checks, and certain repairs
This includes training on what to do in the event of severe weather, a soiled water situation, or other
Maintains the relationship with the Corporation’s Pool and Chemical vendors:
Badger Swimming Pools and Midwest Pools
Event Planner and Communications Lead
Responsible for planning Corporation hosted events and coordinating member requested events
Manages and maintains member requested event communications, reservations, and payment
Schedules and prepares all of the Corporation’s hosted events throughout the active season (Responsible for working with the Treasurer to establish a budget for event hosting)
Coordinates event set-up and take down on the day (Responsible for finding a back up if not available on certain dates)
Creates marketing and social media campaigns and strategies. Ensuring consistency in marketing, email, and social media messages
Maintains the event calendar and scheduler on the Corporation’s website
Creates and maintains the look, layout, and features of the Corporation’s website
Keeps the Corporation’s website up-to-date and prioritizes needs, among other tasks