2015 Delegate Orientation
- 2. Enhancing property values and creating quality of life through recreation, community events, and leadership. HRCA Mission Statement
- 3. Vision Building a lifestyle you want to live
- 4. Flowchart Board of Directors Backcountry Planning Areas Committee DRC, Finance, CRC, Tribunal CEO/GM Architectural Committee Delegates
- 5. Directors Craig Ziesman, Vice President Jeff Suntken, Vice Vice-President Brock Norris, Vice-President Scott Lemmon, President Dennis Seymour, Treasurer Melissa Park, Secretary
- 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. Terms • Duty: Binding legal obligation • Power: Ability to accomplish objective • Liability: Corporate and/or personal
- 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. 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. Bylaws • Section 5 addresses Delegates in General • Voting • Qualifications • Term of Office • Removal • Resignation • Vacancies • Section 6 Meetings of Delegates
- 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. 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. 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. 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
- 16. HRCA Committees • Architectural Committee • HRCA Tribunal • Development Review Committee • Finance Committee • Backcountry Committee
- 17. Architectural Review Committee (ARC) • Reviews exterior property improvements • Promulgates rules • Reviews variance requests • Non-compliance notices
- 18. HRCA Tribunal • Hearing procedure and recommendation to the HRCA Board of Directors • Section X Community Declaration • Section XII Bylaws • Legal: Failure to Comply with Board Ruling; fines imposed, recreation privileges suspended, property lien filed, and case forwarded to legal counsel to pursue additional legal remedies for compliance
- 19. 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
- 20. Finance Committee • $23M budget for 2015 • 7 members • Monthly financial review • Budget review • Special projects • Reserve Study • Fund Management & Reserve Study Policy • Investment Policy
- 22. Property Management Services (Mike Bailey) • 19 Homeowner’s Associations • Four Full-Time Property Managers • Quality - Professional People - Higher Levels of Service • Timely – Efficient Follow-through • Reduce Costs
- 23. Sub-Association Properties • Bradford Hills • Brownstones • Coventry Ridge • Falcon Hills • Falcon Hills South • Gleneagles Village • Highlands Walk (3) • Highwoods • Indigo Hill • Remington Bluffs • Silver Mesa • Spaces • Stonebury • Stratton Ridge • Timberline Ridge • Tresana (3) • Turnbury / Birkdale • Weatherstone • Westridge Knolls
- 24. Accounting and Finance Finance Director, Christina Caputo
- 25. 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 23 Associations • Budget Process • Audit and Tax Preparation
- 26. 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
- 27. Finance Committee • Seven Committee Members • Treasurer Serves as Chair on Finance Committee • Background and Experience • From Banking, Consulting, Telecommunications, CPA, Financial Analyst • Participation • Monthly meetings – 250 Hours • Budget Process meetings – 150 Hours • Audit Review – 25 Hours
- 28. 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 $5,000 • Positive variances in excess of 25% and $10,000 • Program Analysis •Review of Recreation Programs •Variance of Actual Results Compared to Budget • Backcountry and Investments
- 29. Finance Committee Role • Quarterly Review • Sub-Association P & L • HR Cultural Affairs Association • HR Community Scholarship Fund • HRCA Capital / Reserves Expenditures • Annual Review • Budget process • Audit review • Tax returns
- 30. Budgets • Budget Message and Assumptions • Operating Budgets • Administrative • Backcountry • Recreation • Capital & Reserve Budgets • 5 Year Capital Improvement Plan • Reserve Study • Cash Flow Projections by Fund
- 31. Budget Process • June - BWS Planning Session • June to August - Draft Budget Prepared Finance/Staff/CEO Time • August to October - Finance Committee Review 7 meetings to Review HRCA, HRCAA & HRCSF Meetings are open to Board, Delegates and homeowners This timeframe is the opportunity to provide feedback • October - Board Review with Finance Committee Presentation to Delegates • November - Board of Directors Adopts Budget
- 32. Administrative Fund FYE 2014 Administrative Operating Income Statement Revenues $ 3.39M Less: Operating Expenses $ 3.13M Net Operating Income $ 0.26M Less: Transfers • Capital & Reserves $ (0.52M) Net Operating Profit $ 0.20M
- 33. Recreation Fund FYE 2014 Recreation Operating Income Statement Revenues $ 20.17M Less: Operating Expenses $ 13.95M Net Operating Income $ 6.22M Less: Transfers •Bonds $ 3.63M •Capital & Reserves $ 1.55M •Capital Project Fund $ 0.25M •Backcountry transfer $ 0.21M •Total Transfers $ 5.64M Net Operating Revenue $ 0.58M
- 34. Linda Dorré Human Resources Director HRCA Human Resources
- 35. Employee Resources as of 5/29/2015 • 902 Employees • Summer Seasonal Employees Hire 75 – 100 Each Year
- 36. 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
- 37. Employee Benefits and Compensation • 112 benefited employees • Utilize Broker for annual benefit renewal for health, dental, life, STD & LTD. Participate in both national and local benefit surveys utilizing results. • Utilize Broker for HRCA Retirement Plan • Compensation – participate in MSEC compensation focus groups and surveys utilizing survey information.
- 38. Employee Relations • Maintain employer - employee relationships • Preventing and resolving problems • Correcting poor performance and employee misconduct • Ongoing training • Safety • Employee Relations committee
- 39. Payroll • Bi-weekly payroll, 26 pay periods per year • 5/29/2015 – 902 employees in payroll system - Silent Generation - 30 - Boomers - 144 - Gen Xer’s - 150 - Millennials - 578
- 40. Highlands Ranch Community Scholarship Fund • Designated 501(c) 3 in 2003 • Funded by donations, corporate sponsorships & fund raising events • $240,000 awarded to date • 20 recipients received $1,500 scholarships this year
- 41. Community Relations Jamie Noebel, Director
- 42. HRCA Mission Statement It’s All Right Here!
- 43. Community Relations • Media Relations • Newsletter, Activity Guide & Web Site • Communication to Members through e-Me Email Blast and Volunteers through Volunteer Update • Community Partners/Sponsors • Community Events • Cultural Affairs Association
- 44. • General Manager and Community Relations Director 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
- 45. Publications - Communications • HRCA News monthly newsletter • (306,929 mailed plus 53,190 emailed) • Activity Guide – 3 times per year • (78,358 mailed plus 11,390 emailed) • Web Site - HRCAonline.org • 57,828 weekly views • E-me: Meanwhile Back @ the Ranch • Email blast to 36,527 • Volunteer Update – Delegate, BOD, and Committee Info • Email blast to 127 volunteers • Annual Community Calendar • Facebook – 7782 followers, Twitter – 994 followers • “Local Biz Directory” Highlands Ranch online directory • Welcome Booklet – Info given to new residents • Web calendar of events & programs • Event/Weather Line: 303-471-8888
- 46. Community Partners CURRENT PARTNERS • Alphagraphics • Arma Dei Academy • CenturyLink • Cherry Hills Community Church • Children’s Hospital • Comcast/Xfinity • Corner Bakery Cafe • Culligan Water • Davidson’s Liquors • Elements Massage • Groove Automotive • HindmanSanchez • Learning Express Toys • Littleton Adventist Hospital • M4 Roofing & Gutters • Metro District • Metropolitan State University • Nicolo’s Pizza • Noodles and Company • Redstone Dental & Orthodontics • Pro Disposal • Salsa Brava/Urban Egg • Schomp Automotive • Shea Homes • Sky Ridge Medical Center • St. Andrew United Methodist Church • Symmetrix Solutions • 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 • $136,000 Sponsorship Revenue
- 47. Community Events Ranch Hand Volunteers 68 volunteers Incentive Program Assisting with events One-on-one Training and orientation 923 Total Volunteer Hours Over 174,393 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!
- 48. 226 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 2014 • Art Encounters – Public Art Program • SCFD Funding Grant • $90,000 budget for 2014/2015 Over 37 Cultural Programs = 74,708 attendees Winter Cultural Series Highlands Ranch Days Hooked on Fishing Ladies’ Fishing on the Fly Summer Concert Series Murder Mystery Theater 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 Teddy Bear Teas, Senior Club, and Hometown Holiday
- 49. Ken Joseph, Operations and Programs Director Ken Joseph, Operations and Programs Director Operations and Programs
- 50. Common Features - Indoor/Outdoor Pools (19 bodies of water) - Running Tracks - Gyms - Fitness/Dance Studios - Weights - Exercise Machines (300+) Common Features - Indoor/Outdoor Pools (19 bodies of water) - Running Tracks - Gyms - Fitness/Dance Studios - Weights - Exercise Machines (300+) Facilities
- 51. 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 62,685 Sq. Ft. • Special Features • Tennis Pavilion • Racquetball Courts • Gym • Saunas • Major Programs • Tennis/ Racquetball/ Aerobics • Competitive Swimming - Swim Meets
- 52. 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 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
- 53. 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 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
- 54. 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 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
- 55. 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
- 56. Operations Management Energy Conservation • Reduce electric, gas, and water costs --- Improve efficiency • McKinstry Energy Saving Project -- $163K Annual Utility Savings Financial Management • Expense Control – Reserve Study • Capital/Reserve Project Mgt. Health & Safety • Minimize Injuries - Trend Analysis - Safety Culture • Worker’s Comp. Experience Modification Factor -- (0.76) • Improve Employee Health Security • CCTV Cameras – Douglas County Sheriff’s Office Training • New Hires - Policies - Safety
- 57. $4.8 Million Business Function • Aquatics Department • Youth and Adult and Education Department • Sports and Fitness Department Programs Management
- 58. Aquatics Management (Diane Ball) Supervisor (2) Coordinators • Group - Private Swim Lessons • Coached Aquatics - Swim Teams • Diving / Scuba / Snorkeling / Infant Swimming • Birthday Parties
- 59. Supervisor (4) Coordinators • Children’s – Youth - Teen • Preschools • Day Camps • Art – Music – Dance - Drama • Education Classes Youth and Adult Education (Meredith Parker)
- 60. Supervisor (5) Coordinators • Fitness • Martial Arts • Sports Leagues - Camps • Tennis • Race Series • Therapeutic Recreation Sports & Fitness (Chad Mejia)
- 61. • Facilities • Maintenance Services Assistant Operations Director (Mark Gunther)
- 62. 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
- 63. Backcountry Wilderness Area Mark Giebel, Backcountry Director
- 64. 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.
- 65. Development Plan
- 66. Backcountry Wilderness Area (OSCA Plan)
- 68. 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
- 69. 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 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
- 70. 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 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
- 71. Promote
- 72. 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.
- 73. 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 • 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
- 74. 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
- 75. Backcountry Wilderness Area Revenue • Program Revenue Generated By the Year: • 2009: $29,000 • 2010: $29,000 • 2011: $49,000 • 2012: $87,000 • 2013: $33,000 • 2014: $154,000 • 2015: $ 191,000 (Projected)
- 76. Backcountry Wilderness Area - Volunteers • Trail Patrol Volunteers • Monthly Volunteer Projects • Eagle Scout Projects • Group Service Projects • Well Over 1,000 Hours of Volunteer Hours
- 77. Enhancing and Maintaining Property Values Mike Bailey, Community Improvements Services and Property Management Director
- 78. 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
- 79. 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 Services Reviews Submittal Verification that Information is Complete Architectural Committee Review of Submittal Request for Further Information From Homeowner
- 80. 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
- 81. 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
- 82. 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 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
- 83. • 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
- 84. Other Highlands Ranch Entities Responsibilities
- 85. Douglas County Government •Law Enforcement •Roads and Street Maintenance •Zoning •Traffic Light Control
- 86. Highlands Ranch Metro District •Arterial Landscape Maintenance •Parks, Outdoor Sports & Recreation Programs •HRMD Trails Construction & Maintenance
- 87. Littleton Fire Rescue •Fire & Emergency Services
- 88. Centennial Water and Sanitation District • Water and Waste Water • Water Budgets • Watering Restrictions