Identify the facility and how it is used
Record the property address, pool and spa arrangement, operator contact and intended users. Describe whether it serves residents, hotel guests, public programs or another use. Include the property’s operating pattern and any known planned changes.
Identify available building and health records without assuming they are current or sufficient for a new project. Ask the responsible authority and project team to confirm which records and reviews apply to the actual location, use and proposed work.
Collect observations without turning them into diagnoses
Ask the operator to identify each concern by location, when it was noticed and any relevant event or previous work. Keep a finish appearance concern separate from water-loss, equipment, water-quality or access concerns.
Include dated photographs and existing service findings where available. A new surface should not be proposed as an automatic solution to every concern. Operational or safety issues need the appropriate operator response and advice; they should not be deferred until a cosmetic redesign is selected.
Gather the records that explain the current installation
Bring available plans and revisions, equipment model information, finish identification, earlier repairs and applicable product instructions. Mark missing or uncertain information rather than replacing it with an estimate of the installation’s age or condition.
CDC’s public-pool guidance includes water-testing and maintenance records. Relevant existing records can help the responsible professionals understand the operating history; this brief does not diagnose a problem or replace the facility’s required operating procedures.
Group questions by the part of the project they affect
Use separate headings for the pool interior, waterline and coping, equipment and plumbing, deck and routes, and any proposed new feature. For each, state what the property wants to retain and what it wants assessed or changed.
For example, a request for a different finish color and a report about recurring equipment faults should remain distinct even if both are discussed during the same visit. This allows the proposal to explain the work and responsibility associated with each item.
Use the brief to prepare the site discussion
Note how the relevant areas can be accessed, who can explain the operating history and any closure or property-use constraints. Share relevant project information while leaving guest details, credentials and unnecessary personal information out of the packet.
At the discussion, distinguish answers established on site from items needing further review. Request a proposal that names the actual assessment, preparation and construction scope. CPR can discuss commercial remodeling and resurfacing; continuing operation and care need their own clear arrangements.