Transcript Document

August 27, 2013 Manager Reports
Agenda
• Indian Hills
– Pro Shop- Josh Little
– Golf Maintenance- David Delk
– Country Club- Clint Stevens
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Marina- Jim Stafford
Utilities- John Tyer
Recreation- Sheryl Paxton
Newspaper- Dan Feuer
Chief Financial Officer- Jack Keathley
Owner Services- Sharon Boone
General Manager- Paul Wellenberger
Pro Shop
• Accomplishments:
• We had a successful American Legion (inaugural) event with 72 players
participating.
• We also had a travel group from the Moose Lodge in Little Rock that had 38
players.
• Plans:
• We have several events to complete the golf season (Revenge tournament,
Bay Cup, Ladies Invitational, Beat the Pro, Ladies Fall Match Play, and GlowBall Outing.
• Issues:
• We have golf carts that are not functioning properly due to faulty sensors
that tell the carts when to stop and go. All carts will receive new sensors as
soon as our vendor receives them. Since this is a major problem with this
model, they are limited to how many they can get. Although under
warranty, it is quite inconvenient for players and staff.
Indian Hills Golf Maintenance
• Accomplishments:
– Green banks, tees, fairways potash and lime one time
– Fertilize greens four times
– Insecticide greens once
– Add sand to traps
– Pull crabgrass from greens where pre-emerge broke down
– Plug sand greens
– Cut dead trees, as needed
– Mow, weed eat, change cups daily
– Water Greens, as needed
Indian Hills Golf Maintenance
• Plans:
– Spray greens twice fungicide
– Fertilize greens twice
– Insecticide greens once
– Add sand to traps and edge traps
– Plug greens from nursery where needed
– Aerify greens once
– Start blowing and mulching leaves
– Mow , weed eat, change cups six days a week
– Water greens, as needed
Indian Hills Country Club
• Accomplishments
• I managed to get the placemat menus finalized and will be on
tables Wednesday the 18th.
• I have contacted Jeremy with Sysco to reschedule the server
training.
• Working with the staff to develop a more cohesive team.
• With my role at the club changing the moral of the staff has
changed as well. Guests have noticed and commented that it is a
plus.
• The staff has taken a bigger part in what is going on and seem to
have more pride in their work lately.
• Utilities repaired the hole in ceiling in bar.
Indian Hills Country Club
• Plans:
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Working on bartender training for all of us.
We have a wedding reception on the 28th.
As it slows down we are deep cleaning and scrubbing the restaurant.
When it cools off we are going to clean out and organize and inventory the
storage building.
We are inventorying glasses and silverware in preparation for the gala
We are working on menus and plans for Thanksgiving.
Budget issues.
Liquor and beer cost are way high. The former club manager thought that we
needed a par level of way more than we need. We will work through what we
have here before purchasing more.
Overtime is high. Working on getting schedules under control. We are
working short handed. Have tried to hire additional help but not much luck.
R&M equipment repairs on ice cream machine. As far as I can tell it is
functioning properly.
Cleaning and janitorial is way high.
Utilities sewer is high.
These items that I do not know the reason for I am getting with Karen on
Wednesday at 2 to try and figure out what happened.
Marina
• ACCOMPLISHMENTS
• Despite losing 5 seasonal employees we were able to maintain coverage
throughout August ( overtime was required for proper coverage )
• One of the motors on the Belle of the Bay had a water pump failure at the
end of a cruise. Out of convenience we replaced the water pumps in both
motors and changed the oil, filters and gear lube while the boat was out of
service. This service is normally performed once per year in the spring. Next
scheduled service is April 2014.
• Although the marina wasn’t directly involved with the Boat-Gras it had a
good turn out and brought traffic to the marina to enjoy the event.
• We participated in the Annual Poker Run for the Special Olympics on August
24th. The marina was a stop for all participants and a prize assortment was
donated as a raffle prize.
Marina
• PLANS
• Re-stripe parking lot ( scheduled for October )
• Participate in the Lake Clean-up on September 7th.
• Shampoo carpet in marina store ( winter project )
• Order winter merchandise
• Order winterizing supplies
• Investigate expansion of retail display area by eliminating
the tables and chairs in the southwest corner of the store.
• ISSUES
• Northstar System – problems with system continue to
persist. A detailed list has been furnished to the
accounting department which they forwarded to
Northstar.
Public Works
Accomplishments
Admin
• Helped Sharon and Patsi put up “For Sale” signs
• Repaired Sharon’s desk
• Repaired doors and painted ceiling at the “Condo”
Log Cabin Museum
• 215 hours of work
Indian Hills Country Club
• Repaired lights
• Repaired floor
• Repaired toilet
Public Works
Repaired Street Signs
• DC Parkway, Woodlawn, Polly Circle, Oakwood, Wimberley, Richwood, Lost Creek
Parkway,
Major Road Repair
• Hanson Lane, Carnaby
Ditch work
• Cleaned ditches on Overlook, Cliffside, Castle Ridge Hgts,
Plans
• Replace culverts in Oak Ridge
Issues
None at this time.
Public Works
Recreation
• Repaired toilet in Pool House
• Repaired stall door at Hamilton Cove Pool
• Cut and hauled limbs from the Indian Rock House Cave Trail
Road Work
• Cut and Hauled trees from Sunnyside, Castle Ridge, Snead, Fairhaven, Lost Creek
Parkway, Mountain Ranch, Wilshire, Timber, Maddox, Robinhood, Woodlawn, Pine
Hill Road, Blue Ridge, Overlook, Pine Grove, E. Blue Ridge, Davis Special, and Spring
Street.
• Brush Hog ROW on Mossy Rock, Garden, Pine Knot Drive, Oak Ridge, Broad Pine,
Pin Oak, Black Jack,
• Patched Potholes on Persimmon, Tee Pee Trail, Acre Trail, Maddox, Mt. Ranch, DC
Parkway, Parkland Circle, Meadow Lane, Sherwood, Canterbury, London, Fairhaven,
Meadowview, Scarbrough, West Cliff, and Timber.
August 2013 Wastewater Report
Accomplishments
• Inspected Conference Sewer Line Installation
• Hauled 103 loads of Sludge from Lynn Creek Digester to Land Application
Site.
Plans
• Clear sewer line right-o-ways
• Purchase generator for the Lynn Creek WWTP
Issues
• None at this time
From all the homeowners at Fair Oaks, I wish to extend our
Thanks to you and the Community Club Maint Staff; Liz,
John and all the gang for your help with our Maint issues
this month.
This is how neighbors truly help each other, and we
are very grateful.
THANKS AGAIN!!!
Floyd Kent and Janice Kent
Floyd Kent
Ozark Extrusion Consultants
Recreation Department
Accomplishments
•Farewell to summer staff and
directed all department activities for
the last half of August
•Idea Incubator Team meeting and
research
•Continued…activity sheets,
Wyndham leads, e-news tips,
calendar updates, breakfast
presentation updates, and daily
operations
•High School Tennis every day at the
courts
•Closed Hamilton Cove and Mountain
Ranch Pools
•Budget Work with Employees
Plans
•Budgeting
•Fall Cleaning
•Event Planning for Next Year
•Lots of Research for Idea Team
•Disc Golf Course
•Fall/Winter Maintenance List
Issues
None at the time
Fairfield Bay News
September 2013
Accomplishments
• At the end of Aug 2013, the Newspaper is showing a profit of $12,036
for the year without dues allocation.
• The Sept. 4 issue of the News went out without a hitch while I was on
vacation.
• The Light up the Bay contest and Lighting of Ed Leamon has been set
for December 5th.
Plans
• Step up efforts for ad sales for the 2014 Pet Calendar, E-News Banner
ads and print.
Issues
• None at this time
ACCOUNTING DEPARTMENT
August 2013
ACCOMPLISHMENTS
• Bay Bucks Cards have now replaced the $5 paper Bay Bucks.
Seventeen cards have been issued.
• July and August dues statements were mailed to property owners.
• Community Club financial statements can now be generated in a
timely fashion.
• Department heads can now view and print their Income
Statements and the General Ledger detail directly from their
computer using the Northstar software.
• The Budget Packages have been modified and presented to the
department heads.
• The OCR line on our statement “Payment Stubs” is finally readable
by the Regions Bank Lockbox Department.
• While Northstar does not directly apply sewer payments to
Wastewater, we have determined that in all “Bill Codes” for sewer
charges 44.66 percent is the wastewater share. We have
requested a report to reflect any payments received for properties
with a sewer bill code so we can make transfer the sewer
payments to Wastewater.
Accounting Department
August 2013 Continued
PLANS
• Continue to modify procedural changes as necessary due
to the software changes.
• Continue to monitor department sales reports weekly at a
minimum.
• Complete the review and balancing of Wastewater General
Ledger history as soon as it is loaded by Northstar.
• Work with Owner Services staff to find and correct
properties that are billing incorrectly.
• Continue to work with Northstar and the Marina on issues
the Marina has with billing.
Accounting Department
August 2013 Continued
ISSUES
• Northstar still has not associated the “Lien Codes” for each lot
number correctly.
• The dues statement wording for the period of time billed is not
accurate. Northstar has not been able to correct this issue at
the time of this report.
• We are awaiting the requested report to reflect any payments
received for properties with a sewer bill code so we can
transfer the sewer payments to Wastewater.
• Owner Services determined that many properties were not
billed due to the “statement Delivery Method in the Member’s
record reflecting “Do Not Send”. I have requested a listing of
all properties with a “Do Not Send” status in the Delivery
Method field and the associated lien code so we can correct
the accounts.
Summerhill Condos/Owner Services
• Accomplishments:
• Rentals continue to improve- appears to be priced right.
• Patsi and Judy are doing an unbelievable job responding to
the numerous calls from angry, frustrated, and sometime
verbally abusive members. The problems with the new
software has caused everyone’s level of frustration to rise,
but the ladies continue to give great customer service.
• Plans:
• Continue working with Northstar on the new system.
• Issues:
• None, other than the above.
General Manager’s Report
• Accomplishments
– Conference Center fundraiser was a great community event- the Club’s help
was noticed and appreciated by all
– Wyndham Welcome Breakfasts continue to have good attendance- not
winding down as fast
– Excellent meeting with Target Archery and Triathlon coordinators- follow up
planned
– Invited new Flyboarding outfit to Surf the Bay- suggesting a more involved
relationship
• Plans
– 50th Dam Anniversary on the 3rd at John F Kennedy Overlook
– Follow up meeting with Planned Communities Coalition planned for October
24th in Cherokee Village
– Conference Center Grand Opening on October 12th
• Chris Massingale- Chairman of the Delta Regional Authority plans to attend
• Our State Senator, Missy Irvin, plans to attend
• Still waiting word from Mark Pryor
– We are working hard to incorporate strategic planning initiatives into the 2014
budgeting process
• Right size operations
• Fund incubator ideas