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2013 delegate 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. 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
- 9. Community Declaration • Section2.20 and 2.21 define Delegate and District Delegate • Section 4.4 Establishment of Delegate District • Section 4.6 Voting Rights of Delegates • Section 4.7 Delegates Representing Members Entitled to Recreation Centers
- 10. Bylaws • Section 5address Delegates in General • Voting • Qualifications • Term of Office • Removal • Resignation • Vacancies • Section 6 Meetings of Delegates
- 11. What is aDelegate? • Delegate shall mean the natural person selected by members within a Delegate District to represent such Delegate District and to cast votes on behalf of members within the Delegate District as provided in the Community Declaration
- 12. Delegate Duties andPowers • Delegates cast votes to represent the Members of the district, one vote per privately owned site • Delegates may vote by proxy • Attendance at the monthly Delegate Meeting and Board of Directors meeting is necessary for the Delegate to adequately represent the District and understand the issues before the community • The regular Delegate Meetings provide oversight for expenditures for the HRCA recreational facilities
- 13. Delegate Duties andPowers • The President and Secretary of the HRCA (Board of Directors) preside over meetings of Delegates pursuant to the Bylaws • Meetings of Delegates may be called to approve increases in Common Assessments above the allowable amount • The Annual Meeting of Delegates is set for the Delegates to elect candidates to the Board of Directors • The Delegates have authority to amend the bylaws of the HRCA with conditions, but not to amend the Community Declaration
- 14. Delegate Duties andPowers •Rules and regulations 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 Center •Propose improvements to the Recreation Facilities •Propose recommendations to improve operating systems for the members
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- 17. Architectural Committee (AC) •Reviews exterior property improvements • Promulgates rules • Reviews variance request • Non-compliance notices
- 18. HRCA Tribunal • Hearingprocedure and recommendation to the HRCA Board of Directors • Section X Community Declaration • Section XII Bylaws
- 19. Development Review Committee (DRC) •Notify all Delegates of DRC Agenda projects in Highlands Ranch or adjacent area • Referral Agency • No Authority
- 20. Finance Committee • $21.73Mbudget for 2012 • 9 members • Monthly financial review • Budget review
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- 23. 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
- 24. 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
- 25. 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
- 26. 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
- 27. Accounting and Finance HarryDaughters, Financial Controller
- 28. 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
- 29. 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
- 30. 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
- 31. 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
- 32. 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
- 33. Budgets • Budget Messageand Assumptions • Operating Budgets • Administrative • Backcountry • Recreation • Capital & Reserve Budgets • Cash Flow Projections by Fund
- 34. 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
- 35. 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
- 36. 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
- 37. 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 Loss $ 671,500
- 38. HRCA Human Resources LindaDorré, Human Resources Manager
- 39. Employee Resources asof 4/12/2013 • 820 Employees • Summer Seasonal Employees 100 - 125 • 110 Full-Time Employees
- 40. 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
- 41. 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
- 42. Employee Relations • Maintainemployer-employee relationships • Preventing and resolving problems • Correcting poor performance & employee misconduct • Ongoing training • Personnel policies & procedures manual • Employee relations committee
- 43. 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
- 44. 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
- 45. Community Relations Jamie Noebel, CommunityRelations Manager
- 46. HRCA Mission Statement Enhancingproperty values and creating quality of life through recreation, community events, and leadership. It’s All Right Here!
- 47. Community Relations • MediaRelations • Newsletter, Activity Guide, e-Me email blast • Communication to Members • Community Partners/Sponsors • Community Events • Cultural Affairs Association
- 48. • General Manager,Deputy General Manager, and Community Relations Manager are authorized to speak on behalf of the HRCA • Weekly 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
- 49. 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
- 50. 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 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
- 51. Community Events Ranch HandVolunteers 88 volunteers  Incentive Program  Assisting with events  Training and orientation twice a year 971 Total Volunteer Hours Over 54,372 attendees 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!
- 52. 226 Volunteer Hoursto Service Programs Cultural Affairs Association The Highlands Ranch Cultural 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
- 53. Ken Joseph, Operations andPrograms Manager Operations and Programs
- 54. Common Features - Indoor/OutdoorPools (19 bodies of water) - Running Tracks - Gyms - Fitness/Dance Studios - Weights - Exercise Machines (300+) Facilities
- 55. Recreation Center at Northridge 62,685Sq. Ft. • Special Features • Tennis Pavilion • Racquetball Courts • Gym • Saunas • Major Programs • Tennis/ Racquetball/ Aerobics • Competitive Swimming - Swim Meets
- 56. 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
- 57. 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
- 58. 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
- 59. 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
- 60. 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
- 61. $4.6 Million BusinessFunction • Aquatics Department • Youth and Adult and Education Department • Sports and Fitness Department Programs Management
- 62. Aquatics Management (Diane Ball) Supervisor (2)Coordinators • Group - Private Swim Lessons • Coached Aquatics - Swim Teams • Diving / Scuba / Snorkeling / Infant Swimming • Birthday Parties
- 63. Supervisor (4) Coordinators • Children’s– Youth - Teen • Ballet – Crafts - Classes • Day Camps • Preschools • Adult Art and Education Classes Youth Services (Meredith Parker)
- 64. Supervisor (5) Coordinators • Fitness •Martial Arts • Sports Leagues - Camps • Tennis • Race Series • Therapeutic Recreation Sports & Fitness (Chris Lucas)
- 65. • Facilities • MaintenanceServices Assistant Operations Manager (Mark Gunther)
- 66. 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
- 67. Backcountry Wilderness Area MarkGiebel, Backcountry Wilderness Area Supervisor
- 68. 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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- 72. Important Dates 1988 • OSCAAgreement, Set aside the 8,200 acres 1996 • Wildcat Regional Park Agreement 1997 • Shea Homes purchases Highlands Ranch from Mission Viejo
- 73. 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
- 74. 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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- 76. 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.
- 77. 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
- 78. 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
- 79. 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)
- 80. 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
- 81. Enhancing and Maintaining PropertyValues Mike Bailey, Community Improvements Services Supervisor
- 82. 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
- 83. 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
- 84. 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
- 85. 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
- 86. 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
- 87. • 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
- 88. Other Highlands RanchEntities Responsibilities
- 89. Douglas County Government •LawEnforcement •Roads and Street Maintenance •Zoning •Traffic Light Control
- 90. Highlands Ranch MetroDistrict •Arterial Landscape Maintenance •Parks, Outdoor Sports & Recreation Programs •HRMD Trails Construction & Maintenance
- 91. Littleton Fire Rescue •Fire& Emergency Services
- 92. Centennial Water and SanitationDistrict • Water and Waste Water • Water Budgets • Watering Restrictions