QB Online updated for all expenses and income to take advantage of new means of reporting
All departments have been properly sorted so the correct expenses show up where they belong.
All income is now reported via a journal entry each month. Initially all income comes in as uncategorized income and is then entered correctly via a journal entry.
A monthly report can now be generated directly from QB
Budgeting can be done in QB
We have company credit cards so everything can be charged to them
We are able to go cashless at our front desk. All guest passes are now purchased via “account” and we accept no form of payment at the front desk.
We have been able to hold steady our assessment and the dues members pay
We have a plan in place to grow a reserve fund for the future of the pool. Generations to come will benefit from our stewardship today.
Everything that can be placed on autopay is
We are now using the bill paying system at Sandy Spring Bank
Membership:
We are using the reports from Membersplash now to generate our income
By using an unpaid to paid group system we are able to see at a glance what our membership numbers are.
We created two groups for the prepaids so they can be accounted for correctly. The seniors should never show a negative balance and instead are given guest passes to make up the difference.
We standardized the time when members can sell their memberships: January/February of each year
Transfers of property can happen at any time during the year
We created products for sales, offers of new membership and transfers into the pool by the new buyer. This has allowed us to keep in invoice in the member’s account and to create a transaction which we can count.
All members will be moved into unpaid groups at the end of the season after pulling a final visits report for the year.
Our waitlists are separated out into in bounds and out of bounds lists. If they contain an out of bounds address they are not eligible for anything except a late summer only membership.
We can now begin our membership drive as of January 1
Administration:
The membership secretary is taking good notes and getting them posted at each meeting
We are following the dates in our by laws and getting the meetings scheduled and done on time
Chuck’s contract is amended to include a person to do the daily work of cleaning and general maintenance of the pool.
The snack bar is being reworked so the business model is one where the pool takes the risk of the items to sell and we pay the pool management to administer it
We installed Internet for usage in our front desk and security systems. This was done via Comcast at no cost to our pool
We installed WiFi access for general usage in the pool
We installed security cameras
We installed an app to control the security access
We installed a door locking mechanism on the swim/dive closet which can be opened via the app. This allows us to let the coaches and reps use that closet via their own code and now have to dole out master keys to the building to so many people.
We use the calendar on the website for overall notification
The website has been vastly updated
We have gone largely cashless
Buildings:
The elevator will be put on a maintenance schedule
All of the pool heating and cooling is on a maintenance schedule as well as a startup and shutdown schedule.
Many of the plumbing issues that have plagued us have been corrected
Electrical issues we’ve had since before the renovation have been corrected
The floors were corrected and have since been further addressed by the proper cleaning and care schedule
Structural issues in the trusses were identified and have been corrected.
We are addressing a major issue with the venting for the pool’s heater
Trusses were found to be defective and corrected
Grounds:
The grounds are professionally managed so we don’t waste our planting money by improperly maintaining.
Trees are looked after and cut down as needed when dangerous
There is a good plan in place for better usage of the back area as an overall recreation area.
Our deck area is now increased by the addition of the viewing area above.
Permits were closed out resulting in savings because we were paying penalties on them
We are in compliance on the sediment control
Extra shade is being planned for and purchased
We’ve added a viewing area that also contains a bocce court
Pool:
There has been a leak which has resulted in excessive water bills for the last two years. It is being corrected this year
There are many areas where the rebar has poked through the surface so the pool is being resurfaced in those areas to correct it and hopefully extend the life of the pool overall.
New lane lines were purchased.
The diving boards will be professionally maintained next year
Activities:
All activities in the pool which generate income are categorized correctly.
All expenses are shared across any department which uses them. Paper goods, drinks, candy, chips, ice cream, hamburgers, etc. all are shared across any department which may sell them.
All purchases will be made via Instacart so we can properly categorize them via the credit cards
Cash that is needed for the year is pulled at one time and accounted for:
crossing guards
July 4th coins to toss
tips for guards for July 4th
grill help for the events
All reps are in place and work well together
We implemented grill and cleanup help for the major events
Parties are managed via an online form and are paid for via credit card
