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Bear Valley Springs Association Monthly Board of Directors Regular Board Meeting Tuesday, April 18, 2017 (Full Report)
Bear Valley Springs Association
Monthly Board of Directors
Regular Board Meeting
Tuesday, April 18, 2017(Full Report)
Agenda
A. Announcements
B. Administrative and Procedural Matters
C. Staff Report
D. Member Comments
E. Board Business Action Items
F. Action Item List
G. Upcoming Meetings
H. Adjourn Regular Monthly Board Meeting
Administrative and Procedural
Matters
• Approval of Agenda
• Approval of Minutes
• Executive Session Report
• Receive and File Committee Reports
• Financial Report
Treasurer’s Report
Month Ending March 2017
Fiscal YearFiscal Year (July 1, 2016 to June 30, 2017)
Line I tem
Actual Budgeted
Better/(Worse)
than Budget in
$
Better/(Worse)
than Budget in
%
Operating Revenue 191,957$ 172,339$ 19,619$ 11.38%
Less: Cost of Sales 56,403$ 49,791$ (6,611)$ (13.28%)
Payroll & Benefits 305,920$ 281,569$ (24,351)$ (8.65%)
Expenses 154,480$ 179,002$ 24,522$ 13.70%
Net Surplus/(Deficit) (324,846)$ (338,024)$ 13,179$ 3.90%
Current Month
Operating Report
Actual Budgeted
Better/(Worse)**
than Budget in $
Better/(Worse)
than Budget in %
$1,815,110 $1,811,642 $3,468 0.19%
$489,806 $510,171 $20,365 3.99%
$2,817,496 $2,730,253 ($87,244) (3.20%)
$1,684,159 $1,997,995 $313,836 15.71%
(3,176,350)$ (3,426,776)$ $250,426 7.31%
Year-to-DateLine I tem
Operating Revenue
Less: Cost of Sales
Payroll & Benefits
Expenses
Net Surplus/(Deficit)
CDARS Operating Account Investments $0
Cash in Operating Accounts: $1,615,302
Operating/BOD Contingency Account $45,000
Total Operating/BOD Contingency Used YTD $6,183
Operating/Board Contingency Remaining $38,818
Detail of Board Contingency Usage:
400.00$
M.H. Wolf Horse trail 1,082.50$
M.H. Wolf Horse trail 1,487.50$
Jason Vancuren Horse trail 3,000.00$
M.H. Wolf Horse trail 212.50$
TOTAL 6,182.50$
Guard Training
Reserve Fund Balance 3,669,345$
CDARS Reserve Investments -$
Transfers -$
Ending balance Reserves funds + CD Investments 3,669,345$
Detail of Monthly Capital Expenditures R&R
INV# 5012028 & 0310742 806.21$
2007299 INV#118628 Sound System for Banquet Room 190.76$
2006-31- Banquet/ Office/ Hallway Carpet (Labor) 3,232.00$
20070651- Restaurant Main Office Carpet (Labor) 2,268.00$
2017-001 INV#2905026 602.18$
2007299 INV#23953 (Sound System-Banquet Room) 2,720.00$
2017-001 2/28/17 INV#2905793 801.42$
2017-055 INV#8112(Cart Barn Door-Garage Door) 1,337.00$
2017-041 18"x21" Teak Floor, Floor ending & Storage cart 2,968.44$
2017-039 INV#21959 Tennis Courts Resurfacing 1th Phase 18,780.00$
2017-048 INV#4331 (Window Coverings-Mini Blinds) 1,333.76$
2017-052 INV#4332 (Window Coverings-OTCC Banq./ Hallway) 11,968.62$
2017-042 Webstaurant #22985829 (Dormont Gas connector kit, Stainless Steel Floor Fryer and Swive... 1,314.49$
WC Remodel 14,680.25$
Total Expenditures 63,003.13$
Year to Date Expenditures 408,850.73$
BVSA Bank Account Detail as of : 3/31/2017
Ending Balance Local Operating - Bank of Sierra 178,185.51
Total Uncleared Transactions- <uncleared checks>, + deposits 9,904.79
Ending Balance after reconciling Local Operating - Bank of Sierra 170 188,090.30
Ending Balance Main Operating - (CAB Operating) ,0004 307,577.87
Total Uncleared Transactions ,0004 (65,457.85)
Sweeps Operating - Total Assets Wealth Mgmnt Acct. 6683 1,185,091.25
Ending Balance after reconciling 1,427,211.27
Transfer to T-Report 1,615,301.57
Ending Balance - Reserve Operating (CAB Reserves) Mutual of Omaha Bank 2589 94,989.03
Total Uncleared Transactions 2589 (39,644.44)
(CAB Reserve) Mutual of Omaha Bank Account Service Charge 2589
Total Assets Wealth Mgmnt Acct. - Sweep Reserve Mutual Of Omaha Bank 6673 2,097,692.64
Edward Jones Investments 1,516,307.99
Ending Balance after reconciling 3,669,345.22
CDARS Operating #### -$
CDARS Operating #### -$
CDARS Operating #### -$
CDARS Operating #### -$
CDARS Operating Account Investments -
CDARS Reserve Maturity 00/00/0000 ####
CDARS Reserve #### -$
CDARS Reserve #### -$
CDARS Reserve #### -$
CDARS Reserve Investments -
Reserves Total 3,669,345.22
Operating Totals 1,615,301.57
Ending Balance Deferred Operating - (CAB Deferred Operating) 2690 18,329.94
Total Uncleared Transactions 2690 -
Ending Balance after reconciling 18,329.94
Petty Cash 1,950.00
Cash Bank 9,950.00
Collect ions Report:
Number of properties assessed July 1
Additions (unmergers/ CSD lots sold/Split lots)
Deletions (mergers)
Current year assessments billed
Current year assessments collected YTD
Prior year assessments collected YTD
Total assessment collect ions YTD
Uncollected
Current year
3,582
0
0
3,582
$5,086,440
4,853,549 95.4%
22,471
$4,876,019
$232,891
Collect ions Report:
Number of properties assessed July 1
Additions (unmergers/ CSD lots sold/Split lots)
Deletions (mergers)
Current year assessments billed
Current year assessments collected YTD
Prior year assessments collected YTD
Total assessment collect ions YTD
Uncollected
Prior year
3,582
0
0
3,582
$5,072,112
4,864,906 95.9%
65,957
$4,930,863
$207,206
Accounting - Assessments
Uncollected of the assessed $5,086,440 for 2016-2017 as of March, 2017
is $232,891.00 which does not include $815,817 uncollected from prior year years.
The uncollected amount is comprised of:
FY 2016-2017 Outstanding March 31, 2017
Current Owner # Properties Dollars Due
Full Payment 162 230,040.00$
Payment Plan/Other 2,851.00$
Total $232,891
Bear Valley Springs Association
Amenity Highlights and Challenges
Summary – Highlights
Administrative & Finance:
• The First Joint Board And Finance Committee Meetings Occurred March 27 And March 28th At 11:00am In The Oak Branch
Saloon Where The Management Team Presented The First Draft Of The Budget. Each Amenity Manager Presented Their
Budgets, Explained Increases, Decreases, Needs And Desires For The Coming Fiscal Year.
• Hr Has Been Busy Posting Positons And Re-vamping Job Descriptions Due To Anticipated Efficiencies In Departments As
Presented By Amenity Manager, Posting Of All Of Our Seasonal Staffing Positions, And Continues To Develop And Implement
New Performance Management System To Integrate With Our Current ADP Payroll Software
Food & Beverage :
• Food Sales Came In Over Budget For The Month, But Slightly Under Last Year. Timing Of Easter Last Year In March Is A
Contributing Factor To The Comparisons.
• Overall Covers Increased, 1,809 Compared To 1636 Last Month, But Decreased Compared To Same Time Last Year 2079, Due
To Timing Of Easter.
• Cogs Came In At 43% For The Month Compared To Budget Of 39% And Compared To Last Year At 36%. Efforts To Properly
Cost The New Menu Has Begun, There May Be A Few Entree Changes To Get Cogs Back In Line To Budget Projections.
• Birthday Promotion Resulted In 172 Birthdays And Food Cost Of $1,598.
Chefs Corner:
• Ross And David Have Been Working On Reviewing Each Piece Of Kitchen Equipment, And Designing Areas Of Improved Work
Flow Which Will Assist In Kitchen Efficiencies, For Labor And Food Production.
Banquets:
Sales Were Over Budget By $1,338, 5 Banquets, 221 Covers, Sales W/O Tax And Service Charge Totaled $5,775
Summary – Highlights
Equestrian Center:
• Trail Crew Has Been Working A Few Extra Days To Work On Many Trails, Clearing The Trees And Branches, And Working On
Culverts And Trails That Have Had Erosion Issues Due To Running Water. The Covered Arena Continues To Be Used Heavily
On The Weekends.
• Kawaiisu – Parking Area Needs To Be Graded, Weather Permitting, Not Much Activity For This Area The Past Few Months Due
To Weather
• Beautification Efforts, And Improved Sitting Areas By The Main Barn Round Pen For Social And Picnics While Horses Get The
“Fresh” Out
Parks & Rec:
• March 11, The Committee Walked The Preserve Noting Work That Still Needed To Be Done, And Discussed The Sign And Bench
Placement. Grand Opening Is Anticipated Early Summer, Work Still To Be Done:– Order The Picnic Table, Finish Grading (Weather Permitting) DG Drop And Spread, Split Rail Fence Installation And Bench Installation
• Range – Long Range Plans Are In The Works
• Senior Softball Continues Around The Weather
Whiting Center:
• Pickleball Has Been Playing At The WC During Inclement Weather 8-16 Players Are Usual In Their Designated Hours.
• Soccer League Sign-ups Are
Golf:
• The course was closed 9 days for weather, Men’s Golf Tournament was held on Saturday 11th - 60 players
Summary – Highlights
Golf:
• The Course Was Closed 9 Days For Weather, Men’s Golf Tournament Was Held On Saturday 11th - 60 Players
Maintenance & Janitorial:
• All Electrical Installation And Connections For The W/C Bathrooms, Kern County Inspection Sign-off For All Rough Electrical
• Prep And Painted Walls And Ceilings
• Ran New Ductwork And Boxes For New Exhaust Fans In Both Womens And Mens Restrooms
• Multiple Efforts At The OTCC And MR, Finished Can Lights In Card Room, Installed Dimmer, Etc
• General Maintenance On Other Amenity Building
• Replaced Pool Heater
• Set-up And Take- Down For The Following Events:
Womens Club - 70 People
Wedding And Reception – 26 People
Birthday Party 52 People
Finance Committee Meetings
Board Meetings
Summary – Highlights
Accomplishments:
• Lifeguard Training and Pool Supervisor Hired, preparation for Lifeguard job postings and interviews
• Lap Swim Orientation held for new Lap Swimmers
• Logistics of joining USA Swim Club rather than the Kern Swim Council which allows member of our swim team to swim
competitively year round instead of a 2 month season.
Challenges:
• Weather
• And flaking deck surface
Food and Beverage Covers
Covers Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Total
Oaks Restaurant Breakfast 0
Oaks Restaurant Brunch 116 119 124 92 532 114 129 186 477 79 387 216 2571
Oaks Restaurant Lunch 0
Oaks Restaurant Dinner 1872 1631 1655 1606 1421 1518 1244 1697 1602 1748 1686 1850 19530
Total Oaks Restaurant 1988 1750 1779 1698 1953 1632 1373 1883 2079 1827 2073 2066 22101
Oaks Restaurant Snack Bar 1205 547 78 0 0 0 0 0 165 1260 3255
Mulligan Room Breakfast 1972 1802 1713 1416 1795 1449 1461 1443 1532 1509 1916 1778 19786
Mulligan Room Lunch 3806 3530 3116 2573 2682 2514 2659 2886 3395 3031 3582 3622 37396
Mulligan Room Dinner 2572 2707 2248 2167 1766 1360 1931 2075 2338 2418 2596 2889 27067
Total Mulligan Room 8350 8039 7077 6156 6243 5323 6051 6404 7265 6958 8094 8289 84249
Oak Branch Saloon 1742 1615 1273 1590 1095 1094 947 997 998 1122 1259 1600 15332
Covers Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Total
Oaks Restaurant Breakfast 0
Oaks Restaurant Brunch 74 48 116 105 44 93 76 160 143 859
Oaks Restaurant Lunch 0 0
Oaks Restaurant Dinner 2228 1740 1740 1471 1833 1578 1438 1476 1666 15170
Total Oaks Restaurant 2302 1788 1856 1576 1877 1671 1514 1636 1809 0 0 0 16029
Oaks Restaurant Snack Bar 1554 680 61 0 0 0 0 0 2295
Mulligan Room Breakfast 1984 1693 1647 1575 1454 1246 1272 1243 1377 13491
Mulligan Room Lunch 4402 3502 3378 3143 3139 2748 3234 2597 3427 29570
Mulligan Room Dinner 2220 2031 1769 1449 1162 1144 1360 1235 1777 14147
Total Mulligan Room 8606 7226 6794 6167 5755 5138 5866 5075 6581 0 0 0 57208
Oak Branch Saloon 1800 1612 1423 1342 1020 1092 1049 963 1187 11488
Total F&B Covers 14262 11306 10134 9085 8652 7901 8429 7674 9577 0 0 0 87020
Ranges Lakes and Campgrounds
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Total
Campgrounds 134 51 126 92 29 52 34 40 105 43 96 101 903
Gun Range/Archery 68 65 105 96 65 33 68 65 66 90 150 75 946
Events 4375 2284 795 433 0 0 0 17 85 230 855 715 9789
Fishing License 67 47 45 19 23 16 0 20 17 44 96 81 475
Boat Permits 15 7 2 2 0 0 0 0 1 5 4 12 48
Total 4659 2454 1073 642 117 101 102 142 274 412 1201 984 12113
Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Total
Campgrounds 123 144 140 96 35 56 25 26 645
Gun Range/Archery 24 68 0 0 0 0 0 0 92
Events 2516 985 1615 1412 0 0 48 0 6576
Fishing License 55 47 43 36 30 0 7 19 237
Boat Permits 31 13 4 8 3 0 0 0 59
Total 2749 1257 1802 1552 68 56 80 45 0 0 0 0 7550
Whiting Center
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Total
Guests 72 30 21 7 16 29 19 25 37 36 80 68 440
General 1406 1115 1944 2948 1906 1394 2367 2455 2658 1600 1512 1257 22562
Event 72 78 100 1050 620 583 48 75 85 1114 1146 1250 6221
Weight Room 2014 1938 1813 1924 1787 1728 2377 2081 2275 1996 1899 1948 23780
Total 3564 3161 3878 5929 4329 3734 4811 4636 5055 4746 4637 4523 53003
Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Total
Guests 45 53 35 45 29 77 64 46 58 452
General 1363 1665 2024 3099 2376 1570 2048 1490 1623 0 0 0 17258
Event 820 710 1010 1600 4500 1500 1580 358 1587 13665
Weight Room 1900 1899 1623 1499 1354 1740 2133 1723 1891 15762
Total 4128 4327 4692 6243 8259 4887 5825 3617 5159 47137
Pool
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Total
Lap Swim 580 529 486 512 435 415 510 405 450 525 583 479 5909
Guests 1049 652 94 3 3 3 4 5 0 3 100 1168 3084
Aerobics 383 413 143 0 0 0 0 0 0 0 25 364 1328
Lessons 582 208 1 0 0 0 0 0 45 0 3 290 1129
Open Swim 4178 2571 419 0 0 0 0 0 0 0 799 5386 13353
Swim Team 256 340 216 30 119 94 144 710 753 777 736 546 4721
Total 7028 4713 1359 545 557 512 658 1120 1248 1305 2246 8233 29524
Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Total
Lap Swim 555 560 401 464 540 0 0 380 874 3774
Guests 1359 532 118 0 1 0 0 0 0 2010
Aerobics 603 424 205 0 0 0 0 0 0 1232
Lessons 85 16 0 0 0 0 0 0 0 101
Open Swim 5713 3346 745 0 0 0 0 0 0 9804
Swim Team 750 455 285 172 301 0 0 561 615 3139
Total 9065 5333 1754 636 842 0 0 941 1489 0 0 0 20060
Tennis
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Total
Guests 22 4 10 7 11 7 2 5 6 5 12 6 97
Lessons 19 16 21 35 20 12 20 15 16 16 22 31 243
Clinics 62 89 65 56 56 28 12 38 46 40 54 112 658
Tournaments 19 18 42 39 38 45 10 0 15 20 44 10 300
Open Play 739 657 574 530 292 256 122 198 297 409 528 619 5221
Pickleball 84 76 44 94 112 410
Total 861 784 712 667 501 424 210 350 492 490 660 778 6929
Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Total
Guests 3 3 2 5 2 1 0 0 0 16
Lessons 31 22 31 22 32 22 20 16 0 196
Clinics 72 36 70 64 62 55 36 56 0 451
Tournaments 23 14 65 51 16 36 0 0 0 205
Open Play 663 632 512 418 316 218 186 176 0 3121
Total 792 707 680 560 428 332 242 248 0 0 0 0 3989
Equestrian Center
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Total
Camping 44 75 6 2 0 0 0 0 18 0 15 4 164
Grounds Use - Guests 151 160 14 30 1 4 4 8 28 0 34 9 443
Grounds Use - Members 814 676 693 679 456 266 200 220 485 353 492 762 6096
Lounge Use 404 347 486 531 511 452 350 444 291 495 611 643 5565
Turnouts 31 35 35 35 34 30 20 20 18 16 16 15 305
Total 1413 1258 1199 1242 968 722 554 672 822 848 1152 1418 12573
Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Total
Camping 5 28 0 1 1 1 1 0 1 38
Grounds Use - Guests 48 107 39 14 6 10 3 3 5 235
Grounds Use - Members 778 765 749 525 472 248 175 150 130 3992
Lounge Use 635 657 615 414 432 442 220 116 116 3647
Turnouts 14 16 13 10 10 8 20 25 25 141
Total 1466 1557 1403 954 911 701 399 269 252 0 0 0 8053
Golf Rounds
Rounds Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Total
Member 18 Holes 587 631 620 441 308 111 92 273 320 388 477 650 4,898
Member 9 Holes 2019 2059 1456 1181 746 356 247 991 885 923 1357 1692 13,912
Guest 18 Holes 179 108 98 49 16 6 1 22 26 29 78 106 718
Guest 9 Holes 137 115 93 73 73 12 4 46 48 48 105 111 865
Total Rounds 2922 2913 2267 1744 1143 485 344 1332 1279 1388 2017 2559 20,393
Days Closed 0 0 1 0 4 18 18 9 9 3 2 0 64
Rounds Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Total
Member 18 Holes 656 539 588 478 308 141 92 85 287 3,174
Member 9 Holes 1857 1778 1442 1252 746 399 247 149 698 8,568
Guest 18 Holes 185 173 110 123 16 21 1 4 67 700
Guest 9 Holes 156 100 128 78 73 4 4 19 44 606
Total Rounds 2854 2590 2268 1931 1143 565 344 257 1096 0 0 0 13,048
Days Closed 0 0 1 0 3 14 31 19 9 77
Bear Valley Springs Association
Staff Report’s in Full
