Executive Director's Report

Executive Director's Report
January 29, 2004

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Executive Director’s Report
Meeting of the Board of Directors
of the
Sun City Hilton Head Community Association, Inc.
January 29, 2004

1. Staffing: The community association now employs a total of 110 employees, of which 71 are full-time and 39 are part-time. This compares with a total of 112 employees during the previous quarter.

2. Executive: Prepared and distributed a report on CAM’s 2003 goals to the Board members. A more thorough explanation of goal results is provided in this month’s SunSations, and the unabridged written report is available for review in the Wall Street Room.

3. Management Direction From the Board: (in the 4^th quarter of 2003)

Drafted and circulated for signature, a Unanimous Written Consent establishing a standing Fitness Advisory Committee. This group’s primary goals are 1) improve resident interface in Fitness Center programs, and 2) enhance communication between the resident fitness community, the Board, and Management.
Reopened the Riverbend Pool for the 2003-2004 winter months.
Retain a quarterly workshop agenda by more aggressively resolving issues that do not require a meeting format; retain the monthly (reserved) meeting space for emergency meeting requirements only; and attempt to conduct workshops only during the month of a regular Board meeting (i.e., quarterly).
Due to cost considerations, conduct the 2004 Board retreat in an on-site location and in conjunction with the regular workshop.
Review golf cart parking around Pinckney Hall and the Fitness Center and evaluate the potential for a more space-efficient program.
Inform the Neighborhood Representatives that the Board has approved mail-in ballots for the 2004 neighborhood elections.

4. All Departments

Participated in new e-time payroll system training.
8 employees in various departments received AED/CPR training and certification.

5. Golf Operations & Maintenance:

Golf Operations made a nice comeback in the final quarter of the year, both in terms of continued expense monitoring and increased revenues. Although the final numbers for December were not completed by compilation of this report, we are expecting the positive trends to continue. The Controller’s presentation will go into the detail.
The Intro to Golf Classes and Supervised Practices came to a close. The fall classes continued the positive momentum, and the additional classes added to handle the demand were well-received. A number of graduates have pre-committed for a golf pass in 2004.

6. Activities:

The New Year’s Eve party was a huge success, with the largest crowd to date of 350.
In October, November and December, approximately 4,500 residents participated in seminars, special events and community-wide club events, including Veteran’s Day Memorial, Senior Games, Holiday Tree Lighting and the Hilton Head Youth Orchestra. New groups that performed at Sun City include The Diamonds, Naturalist Rudy Mancke, and Harry O’Donoghue’s Christmas Postcard Show.
In October, approximately 100 residents attended the New Residents Orientation and Coffee, our largest crowd in 2003.
Regretfully, Activities Director Julie Marchesi has announced her intent to leave us around March 1. Julie will be relocating with her Navy pilot husband, and she will conduct future activities as the very proud spouse of a Navy “Top Gun” Instructor. We wish her well and extend our very best wishes.

7. Communications:

Advertising revenue for SunSations during the quarter was over $29,700 with printing expenses under $18,800.
We now have all three SunSations covers (inside front, front & back) under contract.
Worked with Membership to reformat the Newcomers’ Welcome Packet to make it less cumbersome, improve contents and to reduce costs.

8. Fitness:

The ICT program has had 200 residents in the program, and another 70 on the waiting list.
Revenues for aerobics programs were up by 57%, due in part to the addition of 4 new aerobics instructors and a change in the format of some of the classes.
The Fitness Center scored a 93.3% (in a combined score of good, excellent, and outstanding) on their resident survey, exceeding the goal of 90%. Over 256 survey responses were received, compared to a response of 191 last year.

9. Facilities Maintenance:

Expanded the kitchen facility at Hidden Cypress to accommodate more equipment, inclusive of all wiring and plumbing for a pizza grill, two small grills, additional freezer space, HVAC systems, and a vent hood. Also built a side deck onto the Clubhouse for storage.
Performed a major in-house repair on the HVAC system that serves the Pinckney Hall ballroom, generating a R&M savings of approximately $3,000.
Continued to work with the Chair of the Business Technology Committee on the planning and purchasing of systems to convert our gate systems from a transponder system to a laser bar code system. Currently developing plan to facilitate resident switchover and equipment installation schedule.

10. Common Area Maintenance:

Several departmental employees participated in CPR/AED training and received certification.
Management attended a meeting of the Beaufort County Storm Water Management Board to obtain information regarding Sun City Hilton Head and county charges for managing storm water. More to come on this topic.
Completed major clearing for views at the nature walkway/birders’ hill by the water tower.

11. Community Standards & Security:

During the 4^th quarter, the Modification Committee approved 366 applications and denied 54. Totals for 2003: 1389 approved, 205 denied.
The Covenants Committee held 4 hearings concerning traffic citations during this quarter and a total of 10 for 2003. 8 cases were upheld and 2 dismissed.
A total of 72 notices of Covenant violations were dispatched during the quarter. Fines generated through December totaled $28,747.
Safety & Service issued a total of 14,653 guests passes during the quarter and 37,918 for the year. They made 808 home checks for out-of-town residents this quarter and 1,861 year to date.
A total of 322 speeding citations were issued during this quarter, and 853 for the year. Citation revenue was $8,500 for the quarter, and $20,425 for the year.
Vendor decal revenue for the quarter was $27,844, and $138,882 for the year, compared to a projected 2003 budget of $124,125.
The Safety & Service Team continues to receive favorable reports from residents regarding Vacation House Checks. Requests for this service have more than doubled since the inception of the program. Safety & Service currently has a total of 103 volunteers performing duties as gate greeter, dispatcher and patroller. Volunteers worked a total of 7,117 hours during the year.

That concludes my report, Mr President. Are there any questions from the Board?

Material supplied by Steve O'Donnell, WWW editor, Steve Koehl. Revised: March 23, 2004.