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2016 Delegate Orientation

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2016 Delegate Orientation

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2016 Delegate Orientation

  1. 1. 2016 DELEGATE ORIENTATION
  2. 2. Enhancing property values and creating quality of life through recreation, community events, and leadership. HRCA Mission Statement
  3. 3. Vision Building a lifestyle you want to live
  4. 4. Flowchart Board of Directors Backcountry Planning Areas Committee DRC, Finance, CRC, Tribunal CEO/GM Architectural Committee Delegates
  5. 5. Directors Craig Ziesman, Vice President Jeff Suntken, President Brock Norris, Vice-President Scott Lemmon, Vice-President Dennis Seymour, Treasurer Melissa Park, Secretary
  6. 6. 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
  7. 7. Terms • Duty: Binding legal obligation • Power: Ability to accomplish objective • Liability: Corporate and/or personal
  8. 8. Directors Visionary Statements and 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
  9. 9. 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
  10. 10. Bylaws • Section 5 addresses Delegates in General • Voting • Qualifications • Term of Office • Removal • Resignation • Vacancies • Section 6 Meetings of Delegates
  11. 11. 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
  12. 12. 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
  13. 13. 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
  14. 14. 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
  15. 15. District Delegate Map
  16. 16. HRCA Committees • Architectural Committee • HRCA Tribunal • Development Review Committee • Finance Committee • Backcountry Committee
  17. 17. Architectural Review Committee (ARC) • Reviews exterior property improvements • Promulgates rules • Reviews variance requests • Non-compliance notices
  18. 18. Development Review Committee (DRC) • Notify all Delegates of DRC Agenda projects in Highlands Ranch or adjacent area • Referral Agency • No Authority • Referral Agency on Declarant projects
  19. 19. Finance Committee • 7 members • Monthly financial statement review • Quarterly investment review • Annual budget and audit review • Special projects • Reserve Study • Fund Management & Reserve Study Policy • Investment Policy
  20. 20. Organizational Chart HRCA Board of Directors Chief Executive Officer and General Manager Community Improvement Services Department Property Management Department Legal Coordinator Admin Assistant Technician Technician Technician Technician Accounting Manager Staff Accountant Backcountry Wilderness Area Director Backcountry Wilderness Area Coordinator Finance Director Operations & Programs Director Community Improvement Services and Property Management Director Aquatics Supervisor Sports & Fitness Supervisor Youth, Adult, Education Supervisor ER Facility Supervisor NR Facility Supervisor SR Facility Supervisor WR Facility Supervisor Training & Safety Administrator Recreation System Analyst Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor/Staff Trainer Aquatic Assistant Aquatic Assistant Maintenance Services Supervisor Aquatic Coordinator Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Aquatic Assistant Aquatic Assistant Aquatic Coordinator Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Aquatic Coordinator Aquatic Assistant Aquatic Assistant Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Assistant Facility Supervisor Aquatic Coordinator Aquatic Assistant Aquatic Assistant Aquatic Assistant Children’s & Education Coordinator Arts Enrichment Coordinator ER Pre-School Director WR Pre-School Director Department Assistant Children’s and Tumbling Instructors (and All Education Class Contractors) Dance, Cooking, Pottery, Art, Music and Drama Instructors Pre-School Teachers Pre-School Aides Pre-School Teachers Pre-School Aides SR Day Camp Year Round Summer – SR, ER & WR Day Camps Aquatic Swim Lesson Coordinator Coached Aquatic Coordinator Assistant Aquatic Program Coordinator Therapeutic Recreation Coordinator Sports Team Leader Fitness Specialist Tennis Specialist Tennis Team Leader Sports Specialist Executive Administrator Human Resources Director Administrative Receptionist Administrative Courier Assessment Administrator Database Administrator/ Accounting Specialist Accounts Payable Accounting Assistant Human Resources Generalist Payroll Specialist Human Resources Assistant Marketing & Special Projects Coordinator Community Events Coordinator Community Events Coordinator Community Events Coordinator Web Publication Coordinator Guest Services report to on duty Assistant Facility Supervisor Membership Services report to on duty Assistant Facility Supervisor Janitorial report to on duty Assistant Facility Supervisor Lifeguards report to on duty Aquatic Assistant Updated 3/13/2015 ER Maintenance Staff ER Maintenance Staff NR Maintenance Staff SR Maintenance Staff WR Maintenance Staff Fitness Coordinator Backcountry Wilderness Area Coordinator Property Manager Property Manager Property Manager Property Manager Clerical Assistant Property Manager Clerical Assistant Community Relations Director Production Assistant Backcountry Wilderness Area Coordinator Assistant Operations Director Commercial Coordinator Residential Coordinator Head Pro Accounting Assistant Backcountry Wilderness Area Coordinator HRCSF HRCAA
  21. 21. Other Highlands Ranch Entities Responsibilities
  22. 22. Douglas County Government •Law Enforcement •Roads and Street Maintenance •Zoning •Traffic Light Control
  23. 23. Highlands Ranch Metro District •Arterial Landscape Maintenance •Parks, Outdoor Sports & Recreation Programs •HRMD Trails Construction & Maintenance
  24. 24. Littleton Fire Rescue •Fire & Emergency Services
  25. 25. Centennial Water and Sanitation District • Water and Waste Water • Water Budgets • Watering Restrictions
  26. 26. Backcountry Wilderness Area Mark Giebel, Backcountry Director
  27. 27. 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.
  28. 28. Development Plan
  29. 29. Backcountry Area Map
  30. 30. Backcountry Wilderness Area Programs Offered • Full Day Youth Camps • Archery Lessons • Hayrides • History • Star Gazing • Art • Horseback Rides • Community Campout • Nature Hikes • Vehicle Tours • Themed B-Day Parties • Elk Bugling • Elk, Turkey, Deer, & Coyote Hunting • Haunted Forest • Elk Banquet
  31. 31. Backcountry Wilderness Area Revenue •Funds: $290,000 transfer from Rec Fund •Total Expenses: $650,000 Program Revenue Generated By the Year: • 2010: $29,000 • 2011: $49,000 • 2012: $87,000 • 2013: $33,000 • 2014: $154,000 • 2015: $205,000 • 2016: $294,000 (projected)
  32. 32. 2014/2015 Summary and Comparison 2014 2015 CONTACTS 10,618 32,855 VOLUNTEER HOURS 942 1,415 LINEAR FT. TRAIL MAINT 2640 5280 DIRECT SAVINGS VIA VOL $5,280 $20,560 PROGRAM NET REV $55,000 $102,000 EMPLOYEE INJURIES 2 0 CUSTOMER INC/INJURIE 2 0
  33. 33. Accounting and Finance Finance Director, Christina Caputo
  34. 34. Overview of Accounting & Finance Functions • Accounts Receivable • Primarily quarterly assessment billing and collections • Accounts Payable • Banking and Investing • Information Technology/Database Management • Solomon & FRx – Current Accounting System • Upcoming Technology Upgrade – Netsuite & PerfectMind • Financial Reporting • Financial statements prepared monthly using accrual basis accounting • Financial statements are available on the website • Prepare the Annual Budget • Annual Audit and Tax Preparation • Risk Management
  35. 35. Financial Statements – Key Components Revenues • Assessments • Recreation Facility Operations & Programs • Sub-Association Management • Community Events Expenses • Administrative • Facility Operations • Program Expenses Transfers • Bonds and Interest Payable • Reserve Funds
  36. 36. Budgets • Budget Message and Assumptions • Operating Budgets • Administrative • Backcountry • Recreation • Capital & Reserve Budgets • 5 Year Capital Improvement Plan • Reserve Study • Fund Balance Projections by Fund
  37. 37. Budget Process
  38. 38. Administrative Fund FYE 2015 Administrative Operating Income Statement Revenues $ 3.57M Less: Operating Expenses $ 3.20M Net Operating Income $ 0.37M Less: Transfers • Capital & Reserves $ (0.25M) Net Operating Profit $ 0.12M
  39. 39. Recreation Fund FY 2015 Recreation Operating Income Statement Revenues $ 20.75M Less: Operating Expenses $ 13.84M Net Operating Income $ 6.91M Less: Transfers •Bonds $ 3.56M •Capital & Reserves $ 2.10M •Capital Project Fund $ 0.45M •Backcountry transfer $ 0.29M •Total Transfers $ 6.40M Net Operating Revenue $ 0.51M
  40. 40. HRCA Human Resources Linda Dorre, Director
  41. 41. Employee Resources as of 6/7/2016 • 889 Employees • Around 100 Summer Seasonal Staff hired each year • 71% of HRCA Employees Live in Highlands Ranch • Employee generations: • Silent Generation – 28 • Boomers – 144 • Gen Xer’s – 145 • Millennials – 308 • Generation Z - 264
  42. 42. Areas of Responsibility • Payroll • Employment • Compensation • Benefits • Employee Relations • Records • Compliance • Organizational Development • Workers Compensation
  43. 43. Highlands Ranch Community Scholarship Fund • Designated 501(c) 3 in 2003 • Funded by donations, corporate sponsorships & fund raising events • Quarter of a million dollars awarded to date • $1,500 scholarships to 20 students for 2016
  44. 44. Community Relations Jamie Noebel, Director
  45. 45. HRCA Mission Statement It’s All Right Here!
  46. 46. Community Relations • Media Relations • Newsletter, Activity Guide & Web Site • Communication to Members through e-Me Email Blast and Volunteers through Volunteer Updates • Community Partners/Sponsors • Community Events • Cultural Affairs Association • Local Biz Directory
  47. 47. • General Manager and Community Relations Director are authorized to speak on behalf of the HRCA • Weekly correspondence with -Highlands Ranch Herald -Highlands Ranch YourHub • Program and event media releases and advisories • Annual clipping file of all media stories Media Relations
  48. 48. Publications - Communications • HRCA News monthly newsletter • 304,625 mailed plus 54,620 emailed • Activity Guide – 3 times per year • 77,943 mailed plus 11,583 emailed • Web Site: HRCAonline.org • 47,248 weekly views • E-me: Meanwhile Back @ the Ranch • Email blast to 34,317 • Volunteer Update – Delegate, BOD, and Committee Info • Email blast to 131 volunteers • Annual Community Calendar • Annual Report • HRCA Overview • New Member Packet • Social Media – Facebook – 8,043 followers Twitter – 1,513 followers Instagram – 341 followers • “Local Biz Directory” Highlands Ranch online directory • Welcome Booklet – Info given to new residents • Web calendar of events & programs • Special Program Marketing Mailings – Camps • Event/Weather Line: 303-471-8888
  49. 49. Community Partners CURRENT PARTNERS • Alphagraphics • Allied Exteriors • Arma Dei Academy • Cherry Hills Community Church • Children’s Hospital • Coldwell Banker • Comcast/Xfinity • Culligan Water • Davidsons Liquors • Elements Massage • Groove Automotive • HindmanSanchez • Littleton Adventist Hospital • M4 Roofing & Gutters • Metro District • Nicolo’s Pizza • Redstone Dental & Orthodontics • SunPower by Photon Brothers • Pro Disposal • Salsa Brava/Urban Egg • Schomp Automotive • Shea Homes • Sky Ridge Medical Center • Symmetrix Solutions • Tattered Cover Book Store • Valor Christian High School • 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 • $136,000 Sponsorship Revenue
  50. 50. Community Events Ranch Hand Volunteers 68 volunteers  Incentive Program  Assisting with events  One-on-one Training and orientation 510.5 Total Volunteer Hours Over 92,141 Attendees at HRCA Events • Beverage Tastings • Taste of Highlands Ranch • Easter Egg Hunt • Beer Festival • 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!
  51. 51. 195 Volunteer Hours to 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. • $245,850 budget for 2015 • SCFD Funding Grant • $102,000 budget for 2015/2016 Over 44 Cultural Programs = 58,031 attendees Winter Cultural Series Highlands Ranch Days Hooked on Fishing Ladies’ Fishing on the Fly Summer Concert Series Curtain Call at the Mansion Jazz at the Mansion Summer’s Sunset Concert Oktoberfest Culture on the Green Series Chinese New Year Showtime at Southridge Series Classic Car Show Classical Music Series July 4th Concerts Entertainment for Princess Tea Parties, Senior Club Entertainment Hometown Holiday, and Taste Encore Choral Taste of Highlands Ranch Big Band Dance Night
  52. 52. Civic Green Park Town Center South Town Center North Eastridge Southridge Douglas County Library- Highlands Ranch Branch Of These We Are Made Justin Deister Hard Right Turn: Sparrow Robert Porreca The Winner Fermin Fleites Sassy Bob Heintzelman Eventide Rhythm Joan Benefiel Flutter-by Janene DiRico-Cable Touching Sound Maureen Hearty Since 2008
  53. 53. Acquisitions through Art Encounters Enchantment 2009 Tigris 2013 Baby Bear 2015 Molly, Dieter and Suzy 2015
  54. 54. Ken Joseph Operations and Programs Director Operations and Programs
  55. 55. Common Features - Indoor/Outdoor Pools (19 bodies of water) - Running Tracks - Gyms - Fitness/Dance Studios - Exercise Machines (300+) - Weights Facilities
  56. 56. 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
  57. 57. 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
  58. 58. 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
  59. 59. 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 • Children’s Programs - Pre-School
  60. 60. 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 • Membership - (New Residents) • Registration - (Programs & Events) • Customer Service - Member Relations • Maintenance Services / Janitorial
  61. 61. Aquatics Management (Diane Ball) Supervisor (2) Coordinators • Group - Private Swim Lessons • Coached Aquatics - Swim Teams • Diving / Scuba / Snorkeling / Infant Swimming • Birthday Parties
  62. 62. Supervisor (4) Coordinators • Children’s – Youth - Teen • Preschools • Day Camps • Art – Music – Dance - Drama • Education Classes Youth and Adult Education (Meredith Parker)
  63. 63. Supervisor (5) Coordinators • Fitness • Martial Arts • Sports Leagues - Camps • Tennis • Race Series • Therapeutic Recreation Sports & Fitness (Chad Mejia)
  64. 64. 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
  65. 65. Enhancing and Maintaining Property Values Mike Bailey Community Services Director
  66. 66. Community Improvement Services • The Department Has Four (4) Areas of Emphasis: - Architectural Residential: Residential Improvement Review - Commercial: Commercial Improvement and Signage Review - Compliance: Covenant Guideline Enforcement in Both Commercial and Residential Settings -Legal: As mandated per the Community Declaration
  67. 67. Noncompliance Flowchart RE-INSPECTION – NOTICE OF COMPLIANT TO THE TRIBUNAL RE-INSPECTION TRIBUNAL DECISION 1ST STANDARD NONCOMPLIANCE LETTER AFTER INSPECTION RE-INSPECTION – 2ND STANDARD NONCOMPLIANCE LETTER
  68. 68. Protocol • Complaint calls from members = 60% Staff initiated action = 40% • All complaints verified by staff prior to action • 2,500 letters per month in summer 1,200 letters per month in winter • Board/Delegate Members should refrain from discussing all compliance issues with staff or members as they may be brought before the Tribunal or Court for a decision at a later date
  69. 69. • Architectural Committee- Review of residential improvements, Design Guideline Revisions • 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
  70. 70. Thank You for Serving the Community as District Delegate!! Questions???

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