2013 DIRECTOR ORIENTATION
Enhanc ing property va lues and creati ng qual i ty of l i fe through
recreati on, 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 President
Jeff 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
Director Duties and Powers
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
Directors’ Duties
• Other insurance (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
Director Power
• Acquire property 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
Director Power
• Convey and 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
Director Power
• General corporate powers• Trash collection• Regulate use of HRCA facilities• Manage the affairs of the Association• Delegate authority but not responsibility
• Maintenance funds• Other funds• Deposits• Disbursements• Common assessments • Funding reserve funds• Supplemental common assessments
Director Responsibilities (Finance)
• Limitations of assessments (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)
Director Responsibilities (Finance)
• Notice of default and acceleration of assessments• Lawsuit to enforce assessments • Lien to enforce assessments• Status letters at closings
Director Responsibilities(Architectural)
• Appoint Architectural 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
Director Expectations
• Attend monthly 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
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
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
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
Delegates
• 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 Centers
• Propose improvements to the Recreation Facilities
• Propose recommendations to improve operating systems for the members
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
Delegates
• Elect Directors
• Amend Bylaws
• Other Authority
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 MembersTreasurer Serves as Chair on Finance CommitteeBackground and Experience
From Banking, Consulting, Telecommunications, CPA, Financial Analyst, Defense and Government
Participation Monthly meetings – 350 HoursBudget Process meetings – 250 HoursAudit Review – 50 Hours
Finance Committee Role
• Monthly review of HRCA Financial StatementsBalance Sheet Variance From Prior MonthAdmin 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 & LHR BackcountryHR Cultural Affairs Association HR Community Scholarship FundHRCA Capital / Reserves Expenditures
• Annual ReviewBudget processAudit reviewTax 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 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
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 $ 113,900Less: Transfers
Capital & Reserves $ 41,900
Net Operating Profit $ 72,000
Recreation Fund
FYE 2012 Recreation Income StatementRevenues $ 18,498,400Less: Operating Expenses $ 13,302,600Net Operating Income $ 5,195,800Less: Transfers
Bonds $ 3,584,100Capital & Reserves $ 755,200Backcountry transfer $ 185,000Total Transfers $ 4,524,300
Net Operating Profit $ 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 RelationsManager
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
• 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
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
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
Community Events
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!
Ranch Hand Volunteers
88 volunteers Incentive Program Assisting with events Training and orientation
twice a year
971 Total Volunteer Hours
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 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 SeriesChinese New Year Showtime at Southridge SeriesClassic Car Show
226 Volunteer Hours to Service Programs
Cultural Affairs Association
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 EqualizersOperating 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 ContestSecurity• CCTV Cameras - Enhancement - DCSOTraining • 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 Camps - Leagues
• 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 openMay 2009• Remainder of Backcountry is conveyed to the HRCA• Total of 7,254 acresAugust 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 DoneFollow-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
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
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 summer200 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