Executive Director's Report
April 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.
April 29, 2004 

1.      Staffing:  The community association now employs a total of 115 employees, of which 92.5 are FTE and 45 are part-time.  This compares with a total of 110 employees during the previous quarter. 

2.   Management Direction From the Board:

·        Requested that the Business Technology Committee incorporate golf cart registration into the new laser barcode process.  For the most part, both golf cart and vehicle registration have now been completed.    

·        Chartered the Strategic Planning Committee, whose purpose is to format and develop their original strategic plan for the Sun City Community Association, so that it serves as a meaningful and strategically articulated planning document for the future. 

·        Lowered the initial fine for speeding from $50 to $25. 

4.   All Departments

·        Managers completed the Homeowner for Life and Building Quality Relationships seminars that were revised and shortened to fit the Association’s specific training needs.     

·        Completed IDPs on all full-time employees.

5.   Golf Operations & Maintenance:

·         The Golf Operations staff took part in CPR/AED training, certifying 19 employees.

·         The relocation of the temporary clubhouse took place in February and the construction of the Hidden Cypress Clubhouse and Recreation Center has begun. This entire process was accomplished without shutting the operation down at all. 

·         Introduction to Golf Classes filled within a few days of the announcement hitting the street via Sunsations. These classes are running from March through May, and have played a big part in getting more of our residents on the courses.

·         Supervised Practices, and our new Short Course Tuesday began this week. Supervised Practices are hosted by the golf professionals, providing complimentary instruction to those on the range at scheduled times. Short Course Tuesday is an effort on our part to promote beginners at Okatie on Tuesday afternoons by setting up a shorter course with designated tees. This will build confidence and the ability for these folks to keep the pace up by playing a shorter course

6.   Activities:

·         In the first quarter, there were approximately 4,745 participants in seminars, special events, and community-wide club events. 

·        In January, approximately 55 people attended the ICC meeting.  A number of new officers were present, making the transition from old to new leadership.

·        Several well attended and profitable events took place from January thru March including: Winter Dance with Cheryl Christine, Broadway Romance with Raymond Saar & Dianne Ketchie; Bobby Ryder at the Jazz Corner; American Heart Association Dance for Heart; Cabin Fever Dance.   Groups that performed at Sun City include The Big E (Elvis Impersonator); Batt Burns (Irish storyteller); Coastal Discovery Museum speaker; Arnie Ross and Bob Masteller..

·        With Julie Marchesi’s departure, Jean Davey has been appointed Activities Director.  Jean’s previous duties included room scheduling, which is now being handled by Genny Scrivner, the new Activities Assistant.  Genny formerly worked in CAM Accounting.  

7.   Communications:

·        Advertising revenue for the quarter was as follows:  January, $7,200; February, $17,288; March, $11,600.  Printing expenses were $6,500 in January, $6,400 in February, and $7,400 in March.     

·        Channel 51 has begun to take advertisements.  Activities is offering an incentive program for advertisers; if they sign a contract to advertise in SunSations and on Channel 51 for at least 3 months, they will receive 1 month free on Channel 51.        

·        A part-time employee, Holly Field, has been hired to maintain the advertiser accounts.  Holly has served on the Publications Committee and is very familiar with SunSations.   

·        Richard Vetter has successfully made the transition from CAM’s Accounting Department to the position of Communications Manager in the wake of Nikki Walsh’s departure.  Richard is a student at the Savannah College of Art & Design, majoring in Graphic Design.  He is already experienced with many of the software programs used to compile SunSations, and has been working with the Publications Committee and others on improvements to SunSations’ format.   

8.   Fitness:

·        Lin Sturdevant and John Theil, new trainers for the one-on-one programs, have passed their national certifications.  A new fulltime employee, Coyla Gumpf, has been hired.  Alison Gariti has been promoted to Assistant to the Director, and Bonnie Dreyer has been promoted to Fitness Coordinator.    

·        Have scheduled 200 aerobic classes each month in 2004, compared to last year’s average of 156 classes per month.  Began in January with three levels of yoga, a balance class, a meditation class, and dancercise.  Also implemented Belly Dancing, with 28 residents in attendance at the first class.

·        Indoor pool usage is 4-6 people per hour, not including water classes.  Fitness Center usage is averaging 411 per day. 

9.   Facilities Maintenance: 

·        With Accounting, worked on necessary revisions to the Reserve Study.   

·        Worked with Land Development on new RV facility parking lot design and security.

·        Effective January 1, Facilities Maintenance assumes responsibility for all SCHH pool maintenance. 

·        Completed the resident switchover to new barcode system, and have started equipment installation.

·        Obtained recommendations for minimizing sound in the British Open Pub from an acoustical engineer and from Elizabeth Cain.  Plan has now been approved by Ken Hull, and materials have been ordered.  

10. Common Area Maintenance

·        Completed a tour of Riverbend common areas with the Property and Grounds Committee.        

·        Completed a turnover tour of Stratford Village and Willow Brook Village with Land Development.  The common areas in these neighborhoods have now been turned over to CAM.  

·        Managing and monitoring common area issues as a result of much-needed rain. 

11. Community Standards & Security

·        During the 1st quarter, the Modification Committee approved 508 applications and denied 45.   

·        The Covenants Committee held 3 hearings concerning traffic citations during this quarter.  3 cases were upheld and 1 dismissed. 

·        A total of 61 notices of Covenant violations were dispatched during the quarter.  Fines generated through March totaled $7,600, including payment of speeding and parking tickets. 

·        Safety & Service issued a total of 11,705 guests passes during the quarter. They made 494 home checks for out-of-town residents this quarter.

·        A total of 226 speeding citations were issued during this quarter.   

·        Vendor decal revenue for the quarter was $103,611, compared to a projected budget of $79,000 for the quarter.

·         Safety & Service currently has a total of 120 volunteers performing duties as gate greeter, dispatcher and patroller. Volunteers worked a total of 1,368 hours during the year.

·        The Safety & Service Barcode Project Team headed by Bob Rasmussen and Ed Harper completed their planned work ahead of projected schedule on March 31st. This very aggressive and important project involved placing new decals and barcode stickers on resident vehicles, golf carts, and both Pulte and Community Association employee vehicles. The final totals were 1316 golf carts and 4515 vehicles. There are a number of golf carts and vehicles still out there, and for one reason or another, have not been registered. The team will be processing them a couple of half-days each week at the front gate.

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

Material supplied by Steve O'Donnell, WWW editor, Steve Koehl. Revised: April 29, 2004.