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2013 board orientation
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- 2. Enhancing property valuesand creating quality of life through recreation, community events, and leadership. HRCA Mission Statement
- 3. Vision Building a lifestyleyou want to live
- 4. Flowchart Board of Directors AdHoc Backcountry Planning Areas Committee DRC, Finance, CRC, Tribunal CEO/GM Architectural Committee Delegates
- 5. Directors Christina Caputo, Vice President CraigZiesman, Vice President Jeff Suntken, Treasurer Brock Norris, Secretary Scott Lemmon, President
- 6. Governing Documents • CommunityDeclaration (CC&R’s) • Covenants, Conditions, and Restrictions • Recorded against every Privately Owned Site • Contract between Owner and the HRCA • Supplemental Declaration • Articles of Incorporation • Bylaws
- 7. Terms • Duty: Bindinglegal obligation • Power: Ability to accomplish objective • Liability: Corporate and/or personal
- 8. Director Duties andPowers Acting through the Board, HRCA shall have these duties and power: • Duties: • Accept property and facilities from Declarant • Pay taxes • Maintain casualty insurance • Maintain liability insurance • Obtain fidelity coverage for persons handling cash
- 9. Directors’ Duties • Otherinsurance (e.g., worker’s compensation) • Prepare budgets • Levy and collect assessments • Provide audit • Assist Architectural Committee as outlined in Article X • Follow all applicable Local, State and Federal laws
- 10. Director Power • Acquireproperty and construct improvements • Adopt rules and regulations • Enforce the Declaration and rules and regulations • Provide public functions • Provide services to sub-associations • Provide special services for members • Charge for facilities and services • Grant easements
- 11. Director Power • Conveyand dedicate property (with approval of 2/3 Delegate voting power) • Borrow money and mortgage property (with approval of 2/3 of Delegate voting power) • Employ managers • Engage employees, agents, and consultants
- 12. Director Power • Generalcorporate powers • Trash collection • Regulate use of HRCA facilities • Manage the affairs of the Association • Delegate authority but not responsibility
- 13. • Maintenance funds •Other funds • Deposits • Disbursements • Common assessments • Funding reserve funds • Supplemental common assessments Director Responsibilities (Finance)
- 14. • Limitations ofassessments (thresholds to exceed requires 2/3 voting power of Delegates) • Annual budgets • Special assessments for capital expenditures (requires 2/3 voting power of Delegates) • Reimbursement assessments • Late charges and interest Director Responsibilities (Finance)
- 15. Director Responsibilities (Finance) • Noticeof default and acceleration of assessments • Lawsuit to enforce assessments • Lien to enforce assessments • Status letters at closings
- 16. Director Responsibilities (Architectural) • AppointArchitectural Committee Members • Approve Rules and Guidelines • Appoint Tribunals for appeals • Hear and make determinations on Tribunal recommendations (improvements to property and non-compliance) • Lawsuits to enforce architectural matters • Estoppel Certificates
- 17. Director Expectations • Attendmonthly Board Working Session • Attend Recreation Advisory Committee Meetings • Attend Board Meetings • Attend other meetings (Metro District, Douglas County Planning Commission, etc.) • Understand Director Roles • Represent HRCA at community events and activities • Understand Director Roles, Duties, Powers, and Responsibilities • Lead Special Projects in support of the HRCA Strategic Objectives
- 18. Directors Have Liabilities •Fiduciary Duty • Duty of undivided loyalty • Conflict of interest • Uniform and consistent enforcement of rules • Uniform and consistent enforcement of collections • Corporate liability • Personal liability
- 19. Directors Visionary Statements andObjectives Provide first class recreational amenities and programming • Provide events and venues that enhance our community lifestyle • Seek new, innovative programs and events • Recognize and promote opportunities for volunteerism Build the Backcountry Wilderness Area to be the heart of Highlands Ranch • Create and implement a master plan for the Backcountry Wilderness Area • Evaluate and implement recreational activities, programming and potential partnerships Foster development that drives sustainable economic growth and supports our mission • Identify and advance economic opportunities that enhance Highlands Ranch and are in the best interest of our residents • Lead community stakeholders to ensure an appropriate balance of commercial, residential, recreational and open space development Define our distinct Highlands Ranch community lifestyle • Identify and implement high profile experiences that strengthen the community • Promote the brand that attracts businesses and residents
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- 21. Architectural Committee (AC) •Reviews exterior property improvements • Promulgates rules • Reviews variance request • Non-compliance notices
- 22. HRCA Tribunal • Hearingprocedure and recommendation to the HRCA Board of Directors • Section X Community Declaration • Section XII Bylaws
- 23. Delegates • Rules andregulations for the use/operation of the Recreation Facilities • Propose increases and/or reductions for the Recreation Function Common Assessments (RFCA’s) necessary for the operation of the Recreation Centers • Propose improvements to the Recreation Facilities • Propose recommendations to improve operating systems for the members
- 24. Development Review Committee (DRC) •Notify all Delegates of DRC Agenda projects in Highlands Ranch or adjacent area • Referral Agency • No Authority
- 25. Finance Committee • $21.73Mbudget for 2012 • 9 members • Monthly financial review • Budget review
- 26. Delegates • Elect Directors •Amend Bylaws • Other Authority
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- 29. Risk Management • Goal:to reduce exposure for HRCA, HRCSF, and HRCAA • Comprehensive coverage: Property, Liability, Directors & Officers/Employment Practices, Professional Liability for Property Management, Workers Compensation • Assist Sub-Associations in Risk Management
- 30. Departments Managed • HumanResources - Linda Dorre, HR and Payroll Functions • Finance - Harry Daughters, Assessments, Accounting, Budgeting, Investment Management • Community Relations - Jamie Noebel, Communications, Media Relations, Events • Property Management
- 31. Property Management Services (BrianSheppelman) • 21 Homeowner’s Associations • Three Full-Time Property Managers • Quality - Professional People - Higher Levels of Service • Timely – Efficient Follow-through • Reduce Costs
- 32. Properties • Bradford Hills •Brownstones • Coventry Ridge • Falcon Hills • Falcon Hills South • Gleneagles Village • Gold Peak • Golf Club • Highland Walk (3) • HighWoods • Indigo Hills • Remington Bluffs • Silver Mesa • Spaces • Stonebury • Timberline Ridge • Turnbury / Birkdale • Weatherstone • Westridge Knolls
- 33. Accounting and Finance HarryDaughters, Financial Controller
- 34. Overview of Accounting Functions •Financial Reporting • Accrual Basis • Balance Sheet and Income Statement • Quarterly assessment billing and collections • Accounts payable & Cash Disbursements • Data Base Management • Rec Trac – Recreation Programs • Solomon – Accounting System • FRX – Reporting • Banking and Investments • Sub Association – Financials for 22 Associations • Budget Process • Audit and Tax Preparation
- 35. Financial Statements Revenues • Assessments •Recreation Operations & Programs • Sub-Association Management • Community Events Expenses • Administrative • Facility Operations • Program Expenses Transfers • Bonds and Interest Payable • Reserve Funds
- 36. Finance Committee • TenCommittee Members • Treasurer Serves as Chair on Finance Committee • Background and Experience • From Banking, Consulting, Telecommunications, CPA, Financial Analyst, Defense and Government • Participation • Monthly meetings – 350 Hours • Budget Process meetings – 250 Hours • Audit Review – 50 Hours
- 37. Finance Committee Role •Monthly review of HRCA Financial Statements • Balance Sheet Variance From Prior Month • Admin and Recreation Income Statement Variances • Negative variances in excess of 10% and $2,500 • Positive variances in excess of 25% and $5,000 • Program Analysis •Review of Recreation Programs •Variance of Actual Results Compared to Budget • Investments
- 38. Finance Committee Role •Quarterly Review • Sub-Association P & L • HR Backcountry • HR Cultural Affairs Association • HR Community Scholarship Fund • HRCA Capital / Reserves Expenditures • Annual Review • Budget process • Audit review • Tax returns
- 39. Budgets • Budget Messageand Assumptions • Operating Budgets • Administrative • Backcountry • Recreation • Capital & Reserve Budgets • Cash Flow Projections by Fund
- 40. Budget Process • June- BWS Planning Session • June to August - Draft Budget Prepared Over 250 Hours of Staff/Supervisor Time • August to October - Finance Committee Review 7 meetings to Review HRCA, HRCAA & HRCSF Meetings are open to board, delegates and homeowners • October - Board Review with Finance Committee Presentation to Delegates • November - Board of Directors Adopts Budget
- 41. Combined Balance Sheet •Balance Sheet as of 12/31/2012 • Administrative Funds $ 2,464,000 • Recreation Funds $ 6,435,000 • Backcountry Funds $ 426,000 • OSCA Fund $ 2,208,000 • Debt Service & Plant Fund $38,635,000 • Total Funds $50,168,000
- 42. Administrative Fund FYE 2012Administrative Income Statement Revenues $ 3,071,300 Less: Operating Expenses $ 2,957,400 Net Operating Income $ 113,900 Less: Transfers • Capital & Reserves $ 41,900 Net Operating Profit $ 72,000
- 43. Recreation Fund FYE 2012Recreation Income Statement Revenues $ 18,498,400 Less: Operating Expenses $ 13,302,600 Net Operating Income $ 5,195,800 Less: Transfers •Bonds $ 3,584,100 •Capital & Reserves $ 755,200 •Backcountry transfer $ 185,000 •Total Transfers $ 4,524,300 Net Operating Profit $ 671,500
- 44. HRCA Human Resources LindaDorré, Human Resources Manager
- 45. Employee Resources asof 4/12/2013 • 820 Employees • Summer Seasonal Employees 100 - 125 • 110 Full-Time Employees
- 46. Recruitment & Selection •Attracting and choosing the best candidates • Decentralized hiring by supervisory staff responsible for specific functions • 73% of HRCA employees Live in Highlands Ranch
- 47. Employee Benefits and Compensation •110 Benefited employees • Utilize Broker (CoBiz) for annual benefit renewal for health, dental, life, STD & LTD • Compensation – participate in MSEC compensation focus groups and surveys utilizing compiled results
- 48. Employee Relations • Maintainemployer-employee relationships • Preventing and resolving problems • Correcting poor performance & employee misconduct • Ongoing training • Personnel policies & procedures manual • Employee relations committee
- 49. Payroll • Bi-weekly payroll,26 pay periods per year • 4/12/2013 – 820 employees in payroll - 29% of employees between ages of 15-19 - 21% of employees are 50 and older • Green Initiative - offer direct deposit and employee self-service
- 50. Highlands Ranch Community ScholarshipFund • Established 2003 • 501(c)3 Designation • $1,000 scholarships benefitting graduating seniors in Highlands Ranch • Funded by donations, corporate sponsorships & fund raising events • $167,000 awarded since inception
- 51. Community Relations Jamie Noebel, CommunityRelations Manager
- 52. HRCA Mission Statement Enhancingproperty values and creating quality of life through recreation, community events, and leadership. It’s All Right Here!
- 53. Community Relations • MediaRelations • Newsletter, Activity Guide, e-Me email blast • Communication to Members • Community Partners/Sponsors • Community Events • Cultural Affairs Association
- 54. • General Manager,Deputy General Manager, and Community Relations Manager are authorized to speak on behalf of the HRCA • Frequent correspondence with -Highlands Ranch Herald -Highlands Ranch Your Hub • Program and event media releases and advisories • Annual clipping file of all media stories Media Relations
- 55. Publications - Communications •HRCA News monthly newsletter • (27,000 mailed plus 3271 emailed) • Activity Guide – 3 times per year • (26,395 mailed plus 2876 emailed) • Web Site - HRCAonline.org • E-me: Meanwhile Back @ the Ranch • Email blast to 29,958 • Volunteer Update – Delegate, BOD, and Committee info • Email blast to 158 volunteers • Annual Community Calendar • “Click It!” Highlands Ranch online directory • Welcome Booklet – Info given to new residents • Web calendar of events & programs • Event/Weather Line: 303-471-8888
- 56. Annual Sponsor Benefits: •Marketing in the facilities • Advertising in the Activity Guide • Logo recognition on flyers, Newsletter and Activity Guide • Participation in Events • $127,500 Sponsorship Revenue Community Partners CURRENT PARTNERS • Alphagraphics • Bellco Credit Union • Cherry Hills Community Church • Children’s Hospital • Corner Bakery Cafe • Culligan Water • Grace Presbyterian Church • Littleton Adventist Hospital • M4 Roofing & Gutters • Metro District • Nicolo’s Pizza • Noodles and Company • One Clear Choice Garage Doors • OnPoint Urgent Care • Pacific Dental (Redstone) • Pro Disposal • Rothgerber Johnson & Lyons • Sam’s Club • Schomp Honda • Shea Homes • Sky Ridge Medical Center • Groove Automotive • Tattered Cover Book Store • Wells Fargo • Whole Foods • Wind Crest
- 57. Community Events Over 54,372attendees at HRCA Events • Beverage Tastings • Rodeo on the Ranch • Taste of Highlands Ranch • Easter Egg Hunt • Carnival/Circus • Farmers’, Street, & Winter Markets • 4th of July Parade & Celebration • Trick or Treat Street • Hometown Holiday • Recycling events • Doggie Splash • Touch-a-Truck • Father/Daughter Sweetheart Ball • Home Improvement Expo • Craft and Gift Shows • Paranormal Party • Film in the Park • And more! Ranch Hand Volunteers 88 volunteers  Incentive Program  Assisting with events  Training and orientation twice a year 971 Total Volunteer Hours
- 58. The Highlands RanchCultural Affairs Association (CAA) is a 501(C) 3 organization, formed in 2001, to address the need for a cultural foundation in the rapidly growing community of Highlands Ranch. The CAA provides a central organization from which educational, artistic, musical, theatrical, and dance events are provided to the residents of Highlands Ranch and surrounding communities. • $217,550 budget for 2013 • Art Encounters – Public Art Program • SCFD Funding Grant • $80,000 budget for 2013 Over 30 Cultural Programs = 34,476 attendees Winter Cultural Series Highlands Ranch Days Hooked on Fishing Kid’s and Ladies’ Fishing on the Fly Summer Concert Series Murder Mystery Theater Jazz at the Mansion End-of-Summer Concert Oktoberfest Culture on the Green Series Chinese New Year Showtime at Southridge Series Classic Car Show 226 Volunteer Hours to Service Programs Cultural Affairs Association
- 59. Ken Joseph, Operations andPrograms Manager Operations and Programs
- 60. Common Features - Indoor/OutdoorPools (19 bodies of water) - Running Tracks - Gyms - Fitness/Dance Studios - Weights - Exercise Machines (300+) Facilities
- 61. Recreation Center at Northridge 62,685Sq. Ft. • Special Features • Tennis Pavilion • Racquetball Courts • Gym • Saunas • Major Programs • Tennis/ Racquetball/ Aerobics • Competitive Swimming - Swim Meets
- 62. Recreation Center at Southridge 72,000Sq. Ft. Special Features • Auditorium • Commercial Kitchen • Senior Lounge • Pottery Studio • Pools – Kid’s Play Area • Current Channel – Log Walk • Fitness Pool Major Programs • Volleyball - Martial Arts - Theater - Pottery - Art - Cooking
- 63. Recreation Center at Eastridge 85,000Sq. Ft. Special Features • Children’s (Frog) Pool • Indoor Outdoor Water Slides • Steam Room • Climbing Wall • Sand Volleyball Courts - Outdoor Major Programs • Swim Lessons – Basketball - Dance • Children’s Programs – Pre-School – Day Camp
- 64. Recreation Center at Westridge 72,000Sq. Ft. Special Features • Indoor Synthetic Turf • Spin Cycle Studio • Batting Cages • Pitching Structure • Outdoor Children’s (Whale) Pool Major Programs • Soccer – Lacrosse - Flag Football • Spin Cycling Classes • Martial Arts • Children’s Programs - Pre-School
- 65. Facility Management • RecreationProperty - 35 Acres • Facilities - 6.6 Acres (330,000 Sq. Ft.) • Open 17 Hrs./Day - 7 Days/Wk. - 361 Days/Yr. • 5000 + Visits/Day • Janitorial • Membership - (New Residents) • Registration - (Programs & Events) • Customer Service - Member Relations
- 66. Operations Management Energy Conservation •Lighting Retrofits - CFL’S - LED Building Sign (NR) • Motion Sensors - Solar Panels - Thermal Equalizers Operating Fund - Reserve Fund - Fiscal Management • Action Items – Expense Control - Reserve Study • Capital/Reserve Project Mgt. Safety • Minimize Injuries - Trend Analysis - Safety Culture • Worker’s Comp. Experience Modification Factor -- 0.80 • Healthy Living Culture - Exercise Contest Security • CCTV Cameras - Enhancement - DCSO Training • New Hires - Policies - Safety/OSHA - Software
- 67. $4.6 Million BusinessFunction • Aquatics Department • Youth and Adult and Education Department • Sports and Fitness Department Programs Management
- 68. Aquatics Management (Diane Ball) Supervisor (2)Coordinators • Group - Private Swim Lessons • Coached Aquatics - Swim Teams • Diving / Scuba / Snorkeling / Infant Swimming • Birthday Parties
- 69. Supervisor (4) Coordinators • Children’s– Youth - Teen • Ballet – Crafts - Classes • Day Camps • Preschools • Adult Art and Education Classes Youth Services (Meredith Parker)
- 70. Supervisor (5) Coordinators • Fitness •Martial Arts • Sports Camps - Leagues • Tennis • Race Series • Therapeutic Recreation Sports & Fitness (Chris Lucas)
- 71. • Facilities • MaintenanceServices Assistant Operations Manager (Mark Gunther)
- 72. Maintenance Services (Steve Lang) •Preventative Maintenance • HVAC - Plumbing - Electrical • Pools - Pumps - Motors • Boilers • Light Construction • Painting - Dry Wall - Tile • Cardio Machines • Landscaping - Fences • Snow Removal • Events - Set-up - Tear-down
- 73. Backcountry Wilderness Area MarkGiebel, Backcountry Wilderness Area Supervisor
- 74. Mission To provide visitorswith unprecedented opportunities to enjoy nature near where they live, while protecting and conserving natural, cultural, archeological, and historical resources for the enjoyment of future generations.
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- 78. Important Dates 1988 • OSCAAgreement, Set aside the 8,200 acres 1996 • Wildcat Regional Park Agreement 1997 • Shea Homes purchases Highlands Ranch from Mission Viejo
- 79. More Important Dates June2000 • Douglas County approved the Highlands Ranch OSCA plan which outlined allowed uses in certain sections of the property, basically a zoning document for OSCA 2002 • HRCA Management Plan completed June 2002 • Strategic Planning Committee presents recommendations to the Board
- 80. More Important Dates January2006 • Shea Homes and the HRCA complete the early conveyance of two parcels. • 811 acres and 63 acres for a total of 874 acres. • OSCA officially becomes known as The Backcountry Wilderness Area of Highlands Ranch. July 2006 • Wildcat Mountain Trails open May 2009 • Remainder of Backcountry is conveyed to the HRCA • Total of 7,254 acres August 2009 • Highlands Point Trail System Opens • HRCA Now has over 11 miles of trails
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- 82. Protect What: - Habitat, Wildlife,History, Culture Why: - Few places left along the Front Range - Large, contiguous area - An island in sea of development How: - Planning - Trails, activities, development - Limit access to parts - Habitat improvement, maintenance, etc.
- 83. Programs • To providediverse, experiential activities in the outdoors to connect people to nature • Through our diverse offerings we hope to be a vehicle that encourages as many people as possible to enjoy the wonders of nature and the outdoors
- 84. Backcountry Wilderness Area ProgramsOffered • Full Day Youth Camps • Archery Lessons • Hayrides • History • Mother’s Day • Father’s Day • Star Gazing • Picnic • Horseback Rides • Nature Hikes • Vehicle Tours • B-Day Parties • Elk Bugling • Elk Hunting • Cattle Branding Party • Haunted Forest • Elk Banquet
- 85. Backcountry Wilderness Area Revenue •Revenue Generated By the Year: • 2009: $29,000 • 2010: $29,000 • 2011: $49,000 • 2012: $82,000 • 2013: $100,000 (projected)
- 86. Backcountry Wilderness Area- Volunteers • Over 300 Trail Patrol Volunteers • Love In Action 300-400 Volunteers • Scout Groups - 10-20 Eagle Scout Projects This Year - Other Projects as They Come Up
- 87. Enhancing and Maintaining PropertyValues Mike Bailey, Community Improvements Services Supervisor
- 88. Community Improvement Service •The Department Has Three (3) Areas of Emphasis: - Architectural Residential: Residential Improvement Review - Commercial: Commercial Improvement and Signage Review - Compliance: Covenant Guideline Enforcement in Both Commercial and Residential Settings and Legal Follow-Up
- 89. The following explainshow to obtain an approval. Call (303) 471-8821 if you need assistance. Architectural Submittal Process Approval Letter Sent Denial Letter Sent Compliance Noted by Association File Closed Completion Inspection Done Follow-Up At One Year or Upon Receipt of Completion Notice. Resubmittal Required If Not Completed Within One Year Appeal May Be Filed Within 20 Days After Committee’s Decision Re-Submit Revised Plan Property Owner Prepares & Submits Improvement for Architectural Review Community ImprovementServices Reviews Submittal Verification that Information is Complete Architectural Committee Review of Submittal Request for Further Information From Homeowner
- 90. Noncompliance Flowchart RE-INSPECTION –NOTICE OF COMPLIANT TO THE DIRECTORS RE-INSPECTION BOARD DECISION 1ST STANDARD NONCOMPLIANCE LETTER AFTER INSPECTION RE-INSPECTION – 2ND STANDARD NONCOMPLIANCE LETTER
- 91. Timeframe Examples • TrashContainer • Unsightly Material • General Landscape • Recreational Vehicle • Commercial Vehicle/Trailer • Put away on day of pickup - 3 day review • Removal of items - standard 5 day review • Repair or Maintenance - 5-14 day review • 72 hour rule - 72 hours in 7 day period • Submit and/or Remove - 5 day review
- 92. Protocol • Complaint callsfrom members = 60% Staff initiated action = 40% • All complaints verified by staff prior to action • 1,400 letters per month in summer 200 letters per month in winter • Board Members should refrain from discussing all compliance issues with staff or members as they may be brought before the Board for a decision at a later date
- 93. • Architectural Committee- Review of residential improvements • Design Review Committee - Review of Commercial Development, Zoning, Development Guide Revisions • Commercial Review Committee - Review signage and minor amendments to SIP • Tribunal – Hearing Process Committees