2013 delegate orientation
TRANSCRIPT
2013 DELEGATE
ORIENTATION
Enhancing property values and creat ing qual i ty of l i fe through
recreat ion, community events , and leadership.
HRCA Mission Statement
Vision
Building a lifestyle you want to live
Flowchart
Board of Directors
Ad HocBackcountry Planning
Areas Committee
DRC, Finance, CRC, Tribunal
CEO/GM
Architectural Committee
Delegates
Directors
Christina Caputo,
Vice President
Craig Ziesman,
Vice PresidentJeff Suntken,
Treasurer
Brock Norris,
Secretary
Scott Lemmon,
President
Governing Documents
• Community Declaration (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
Terms
• Duty: Binding legal obligation
• Power: Ability to accomplish objective
• Liability: Corporate and/or personal
Directors Visionary Statementsand Objectives
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
Community Declaration
• Section 2.20 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
Bylaws
• Section 5 address Delegates in General• Voting• Qualifications• Term of Office• Removal• Resignation• Vacancies
• Section 6 Meetings of Delegates
What is a Delegate?
• 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
Delegate Duties and Powers
• 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
Delegate Duties and Powers
• 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
Delegate Duties and Powers
•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
Delegate Map
HRCA Committees
Architectural Committee (AC)
• Reviews exterior property improvements
• Promulgates rules
• Reviews variance request
• Non-compliance notices
HRCA Tribunal
• Hearing procedure and recommendation to the HRCA Board of Directors
• Section X Community Declaration
• Section XII Bylaws
Development Review Committee (DRC)
• Notify all Delegates of DRC Agenda projects in Highlands Ranch or adjacent area
• Referral Agency
• No Authority
Finance Committee
• $21.73M budget for 2012
• 9 members
• Monthly financial review
• Budget review
Organizational Chart
Responsibilities
Peggy Zack,
Deputy General Manager
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
Departments Managed
• Human Resources
- Linda Dorre, HR and Payroll Functions
• Finance
- Harry Daughters, Assessments, Accounting, Budgeting,
Investment Management
• Community Relations
- Jamie Noebel, Communications, Media Relations,
Events
• Property Management
Property Management Services (Brian Sheppelman)
• 21 Homeowner’s Associations
• Three Full-Time Property Managers
• Quality - Professional People
- Higher Levels of Service
• Timely – Efficient Follow-through
• Reduce Costs
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
Accounting and Finance
Harry Daughters, Financial Controller
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
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
Finance Committee
• Ten Committee 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
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
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
Budgets
• Budget Message and Assumptions
• Operating Budgets• Administrative• Backcountry• Recreation
• Capital & Reserve Budgets
• Cash Flow Projections by Fund
Budget Process
• June - BWS Planning Session
• June to August - Draft Budget PreparedOver 250 Hours of Staff/Supervisor Time
• August to October - Finance Committee Review7 meetings to Review HRCA, HRCAA & HRCSFMeetings are open to board, delegates and homeowners
• October - Board Review with Finance CommitteePresentation to Delegates
• November - Board of Directors Adopts Budget
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
Administrative Fund
FYE 2012 Administrative 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
Recreation Fund
FYE 2012 Recreation 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
HRCA Human Resources
Linda Dorré,
Human Resources Manager
Employee Resources as of 4/12/2013
• 820 Employees
• Summer Seasonal Employees 100 - 125
• 110 Full-Time Employees
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
Employee Benefits andCompensation
• 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
Employee Relations
• Maintain employer-employee relationships
• Preventing and resolving problems
• Correcting poor performance & employee misconduct
• Ongoing training
• Personnel policies & procedures manual
• Employee relations committee
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
Highlands Ranch Community Scholarship Fund
• 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
Community Relations
Jamie Noebel,
Community Relations
Manager
HRCA Mission Statement
Enhancing property values and creating
quality of life through recreation,
community events,and leadership.
It’s All Right Here!
Community Relations
• Media Relations
• Newsletter, Activity Guide, e-Me email blast
• Communication to Members
• Community Partners/Sponsors
• Community Events
• Cultural Affairs Association
• 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
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
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
Community Events
Ranch Hand Volunteers
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!
226 Volunteer Hours to Service Programs
Cultural Affairs
AssociationThe 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 attendeesWinter 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
Ken Joseph,
Operations and Programs Manager
Operations and Programs
Common Features
- Indoor/Outdoor Pools (19 bodies of water)
- Running Tracks
- Gyms
- Fitness/Dance Studios
- Weights
- Exercise Machines (300+)
Facilities
Recreation Center at Northridge
62,685 Sq. Ft.
• Special Features• Tennis Pavilion• Racquetball Courts • Gym• Saunas
• Major Programs
• Tennis/ Racquetball/ Aerobics
• Competitive Swimming - Swim Meets
Recreation Center at Southridge
72,000 Sq. 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
Recreation Center at Eastridge
85,000 Sq. 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
Recreation Center at Westridge
72,000 Sq. 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
Facility Management
• Recreation Property - 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
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
$4.6 Million Business Function
• Aquatics Department
• Youth and Adult and Education Department
• Sports and Fitness Department
Programs Management
Aquatics Management(Diane Ball)
Supervisor
(2) Coordinators
• Group - Private Swim Lessons
• Coached Aquatics - Swim Teams
• Diving / Scuba / Snorkeling / Infant Swimming
• Birthday Parties
Supervisor
(4) Coordinators
• Children’s – Youth - Teen
• Ballet – Crafts - Classes
• Day Camps
• Preschools
• Adult Art and Education Classes
Youth Services(Meredith Parker)
Supervisor
(5) Coordinators
• Fitness
• Martial Arts
• Sports Leagues - Camps
• Tennis
• Race Series
• Therapeutic Recreation
Sports & Fitness
(Chris Lucas)
• Facilities
• Maintenance Services
Assistant Operations Manager
(Mark Gunther)
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
Backcountry Wilderness Area
Mark Giebel,
Backcountry Wilderness
Area Supervisor
Mission
To provide visitors with 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.
Development Plan
Backcountry Wilderness Area(OSCA Plan)
Backcountry Area Map
Important Dates
1988 • OSCA Agreement, Set aside the 8,200 acres
1996• Wildcat Regional Park Agreement
1997• Shea Homes purchases Highlands Ranch from Mission Viejo
More Important Dates
June 2000• 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
More Important Dates
January 2006 • 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
Promote
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.
Programs
• To provide diverse, 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
Backcountry Wilderness AreaPrograms Offered
• 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
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)
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
Enhancing and Maintaining Property Values
Mike Bailey,
Community Improvements Services Supervisor
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
The following explains how 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 Improvement ServicesReviews Submittal
Verification that Information is Complete
Architectural Committee Reviewof Submittal
Request for Further Information From Homeowner
Noncompliance Flowchart
RE-INSPECTION – NOTICE OF COMPLIANT TO THE
DIRECTORS
RE-INSPECTION BOARD DECISION
1ST STANDARD NONCOMPLIANCE LETTER
AFTER INSPECTION
RE-INSPECTION – 2ND
STANDARD NONCOMPLIANCELETTER
Timeframe Examples
• Trash Container
• 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
Protocol
• Complaint calls from 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
• 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
Other Highlands Ranch EntitiesResponsibilities
Douglas County Government
• Law Enforcement
•Roads and Street Maintenance
•Zoning
•Traffic Light Control
Highlands Ranch Metro District
•Arterial Landscape Maintenance
•Parks, Outdoor Sports & Recreation Programs
•HRMD Trails Construction & Maintenance
Littleton Fire Rescue
•Fire & Emergency Services
Centennial Water andSanitation District
• Water and Waste Water
• Water Budgets
• Watering Restrictions